HomeMy WebLinkAboutAQ Admin Guide 4-6-18
DESTINY SOFTWARE INC.
AgendaQuick
ADMINISTRATOR GUIDE
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TABLE OF CONTENTS
Introduction ........................................................................................................................................................... 6
Support and FAQ’s ............................................................................................................................................... 7
**Change My ........................................................................................................................................................ 7
Password ............................................................................................................................................................. 7
Editor ................................................................................................................................................................... 8
Personal Information ......................................................................................................................................... 9
**AgendaQuick Inbox ....................................................................................................................................... 10
Introduction ...................................................................................................................................................... 10
Manage Inbox ................................................................................................................................................. 10
Reviewing and Editing Items from the Inbox ............................................................................................... 12
Routing Items from the Inbox ......................................................................................................................... 13
**Agenda Items .................................................................................................................................................. 15
Create New Agenda Item ............................................................................................................................. 15
Information .................................................................................................................................................... 17
Attachments ................................................................................................................................................. 19
Fiscal Impact ................................................................................................................................................ 21
Internal Comments ...................................................................................................................................... 22
Routing .......................................................................................................................................................... 23
Using the Request Review Feature ............................................................................................................ 24
Additional Information/Features ................................................................................................................ 25
My Agenda Items ............................................................................................................................................ 30
View All Agenda Items ................................................................................................................................... 30
My Review Items .............................................................................................................................................. 31
Agendas .............................................................................................................................................................. 34
Establish Meeting Dates ................................................................................................................................. 34
Creating New Meeting Dates .................................................................................................................... 34
Using the Cutoff Date and Time ................................................................................................................ 35
Editing Meeting Dates ................................................................................................................................. 35
Possible Reasons for Changing the Meeting Name ............................................................................... 36
Options .......................................................................................................................................................... 38
Functions ....................................................................................................................................................... 39
Deleting Meeting Dates .............................................................................................................................. 40
Audit Information ......................................................................................................................................... 42
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Using the Archive Feature .......................................................................................................................... 42
Edit New Agendas .............................................................................................................................................. 43
Agenda Items .................................................................................................................................................. 44
Page Layout ................................................................................................................................................. 44
Difference between Agenda Items and Line Items ............................................................................... 47
Difference Between Items Submitted To and Created From Within An Agenda .............................. 48
How to Create Agenda Items and Line Items from the Agenda ......................................................... 48
Routing Agenda Items Created from the Agenda- Using ‘Continue Routing’ .................................. 50
Changing the Routing of an Item – Using ‘Alter Route Map’................................................................ 52
Moving Items on an Agenda ..................................................................................................................... 54
Copying Items from an Agenda................................................................................................................ 56
Moving Agenda Items to a New Meeting Date ..................................................................................... 59
Additional Tools ............................................................................................................................................ 60
External Links .................................................................................................................................................... 62
Options ............................................................................................................................................................. 63
Adjusting Scaling and Margins................................................................................................................... 63
Agenda Padding ............................................................................................................................................ 63
Task Tracker ...................................................................................................................................................... 64
Viewing your Draft Agenda ........................................................................................................................... 66
Finalizing your Agenda ................................................................................................................................... 67
Update Finalized Agendas................................................................................................................................ 67
How To Publish An Agenda and Agenda Packet ...................................................................................... 68
External Links .................................................................................................................................................... 68
Attach Agenda Packet .............................................................................................................................. 68
Attach Confidential Agenda Packet ....................................................................................................... 69
Other Link ...................................................................................................................................................... 70
Adding Minutes to External Links ............................................................................................................... 71
Viewing What the Public Sees For Your Published Agendas and Packets .......................................... 72
Using the Notify Public Button .................................................................................................................... 74
The Edit Agenda Text Function And How To Use It ........................................................................................ 75
How To Use the Edit Agenda Text Feature ............................................................................................... 75
The Holding Bin And How To Use It ................................................................................................................... 76
How And When To Use the Holding Bin .................................................................................................... 77
The Agenda Packet Collator ............................................................................................................................ 78
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How To Use The Agenda Packet Collator ................................................................................................ 78
Confidential Packet Option In The Agenda Packet Collator ............................................................... 79
Manage Subscriptions ....................................................................................................................................... 80
Minutes ................................................................................................................................................................. 82
CREATE NEW MINUTES ................................................................................................................................ 83
PERFORM ROLL CALL .................................................................................................................................. 84
ADDING ADDITIONAL VOTERS TO ROLL CALL ................................................................................. 84
ADDING ADDITIONAL STAFF TO ROLL CALL ..................................................................................... 85
ADDING ADDITIONAL ATTENDEES TO ROLL CALL ........................................................................... 85
ADDING NON-VOTE RELATED MINUTES STATEMENTS ........................................................................ 85
ADDING VOTE RELATED MINUTES STATEMENTS AND DISCUSSION ................................................ 86
USING THE PREVIEW BUTTON ................................................................................................................. 90
USING THE SORT ORDER AND UPDATE FORMAT BUTTON ............................................................. 91
USING THE CLEAR BUTTONS ................................................................................................................... 91
COMPLETION OF MINUTES ......................................................................................................................... 92
Update Finalized Minutes ............................................................................................................................... 93
How To Publish Minutes and a Minutes Packet ........................................................................................... 93
MINUTES PACKET COLLATOR .................................................................................................................... 95
View Meetings..................................................................................................................................................... 96
View All Agendas ............................................................................................................................................ 96
How To Copy an Agenda Item .................................................................................................................. 98
View Finalized Agendas ............................................................................................................................... 101
Viewing Minutes in View Finalized AGendas ......................................................................................... 103
Using the Searching Tools ......................................................................................................................... 103
View All Minutes ............................................................................................................................................. 105
Generate Reports ............................................................................................................................................. 105
Agenda Item Report ..................................................................................................................................... 105
How to use the Filters Section ................................................................................................................... 106
Filtering by date or by Form Numbers ..................................................................................................... 108
Searching Using Keywords ........................................................................................................................ 109
Searching Attachment Types................................................................................................................... 109
Including User defined Fields in your report ........................................................................................... 110
Using the Display # of Lines ...................................................................................................................... 111
Creating an Excel File ................................................................................................................................ 112
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File Cabinet .................................................................................................................................................... 112
Users and Communication .......................................................................................................................... 112
System Admin .................................................................................................................................................... 114
Security Setup ................................................................................................................................................ 114
Group Security............................................................................................................................................ 114
User Security ................................................................................................................................................ 115
Menu Security ............................................................................................................................................. 122
Master Files ..................................................................................................................................................... 123
Departments ............................................................................................................................................... 123
Meeting Types ............................................................................................................................................ 126
Categories .................................................................................................................................................. 138
External Email.............................................................................................................................................. 140
System Codes ............................................................................................................................................. 141
Routing & Inboxes ......................................................................................................................................... 146
Inbox Types ................................................................................................................................................. 146
Inboxes ........................................................................................................................................................ 148
Routing Maps ............................................................................................................................................. 152
Variable Routing ........................................................................................................................................ 153
System Setup .................................................................................................................................................. 154
General ....................................................................................................................................................... 154
Look & Feel ................................................................................................................................................. 154
Agenda ....................................................................................................................................................... 155
External Pages ............................................................................................................................................ 156
Customized Text ......................................................................................................................................... 160
Special Links ................................................................................................................................................ 161
Common Phrases .......................................................................................................................................... 161
Agenda Item Templates .............................................................................................................................. 163
To create a new agenda item template ............................................................................................... 163
Text/Input Boxes ......................................................................................................................................... 165
Agenda Item Fiscal Impact Setup .......................................................................................................... 169
Template Options ...................................................................................................................................... 172
Display Options........................................................................................................................................... 177
User Defined ............................................................................................................................................... 182
User Defined Values................................................................................................................................... 185
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Additional Functions .................................................................................................................................. 185
Agenda Templates ....................................................................................................................................... 186
Creating a New Template ........................................................................................................................ 187
Agenda Lines.............................................................................................................................................. 188
Template Options ...................................................................................................................................... 191
Agenda Padding ....................................................................................................................................... 194
Minutes Options ......................................................................................................................................... 195
Minutes Padding ........................................................................................................................................ 197
Task Tracker ....................................................................................................................................................... 197
Setting up Task Tracker Users ....................................................................................................................... 197
Using Task Tracker Setup .............................................................................................................................. 198
Setting up Task Tracker Routing- (routing is optional) .............................................................................. 201
How to Create Tasks: .................................................................................................................................... 202
Creating Recurring Tasks .............................................................................................................................. 204
Running Task Reports .................................................................................................................................... 205
Term Tracker ...................................................................................................................................................... 208
Term Tracker Setup ........................................................................................................................................ 208
Active Officials ........................................................................................................................................... 208
Inactive Officials ........................................................................................................................................ 210
User Defined Setup .................................................................................................................................... 210
User Defined Values................................................................................................................................... 212
Term Setup .................................................................................................................................................. 212
Term Tracker Report ...................................................................................................................................... 213
Resource Links ................................................................................................................................................... 215
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INTRODUCTION
Welcome to AgendaQuick.
AgendaQuick, created by Destiny Software, will help you automate the meeting agenda and
minutes creation and approval processes. After creating an agenda or minutes, it will allow you to
publish it for anyone to view, print, or save in multiple formats.
This reference guide will help you to familiarize yourself with the system by walking you step by step
through each process. You can navigate through the system by clicking any of the links in the left-
hand menu.
There are three general levels of users in AgendaQuick. The most basic level is called the User group.
They have a very limited left-hand menu.
The middle level is called the Meeting Manager group. These are people who may create agendas
and minutes for smaller committee or board meetings. You may or may not decide to utilize this level.
Here is a comparison screenshot of the User group menu and the Meeting Manager menu.
You, as the Program Administrator, have access to all parts of the system. Your menu contains many
more features, including flyaway options under some of the main headings. It looks something like
this:
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This guide covers every aspect of the Admin left-hand menu. The features that are applicable for the
User group are marked with a double asterisk. **
SUPPORT AND FAQ’S
This option launches a ticket system where you can go to ask questions, report issues, or read our
FAQ’s. It is only available to Admin and Meeting Managers.
**CHANGE MY
The Change My functions on the left hand menu allow all users some controls on how they interact
with the system. These options are primarily for the User group because the Admin can make these
same changes in the User Security Setup.
PASSWORD
Users can initiate a password change through Change My Password page:
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The only rules when entering a new password are that it must be between 1and 20 characters, and it
is case sensitive.
EDITOR
Users also have the ability to manage the version of the Editor they are using. This helps resolve
incompatibilities between their browser type and version with the various functions of the text editor
within AgendaQuick.
If users experience issues within the text editor (not having a dropdown arrow to open the toolbar,
problems with cutting and pasting or general formatting problems), they will want to check if
changing the version of the text editor they are using solves the issue.
Here is an image of the AgendaQuick text editor:
To change a text editor, go to Change My Editor page from the left-hand menu. The page looks
like this:
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This page provides directions for determining what browser they are using and selecting the correct
editor from the dropdown list. Once they have selected the desired editor and clicked Update my
Editor they will see the new editor reflected at the top of the page like so:
PERSONAL INFORMATION
Throughout their employment, people’s personal information may change and the Change My
Personal Information feature allows them to update this directly.
From this page, they can update their name, title, phone number or email address at any time. For
security purposes, they will need to enter their current AgendaQuick password in order to successfully
update the information:
They cannot change their Login ID from this screen. If they need a new login, they need to contact
the AgendaQuick Administrator to create a new login on the User Security page.
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**AGENDAQUICK INBOX
INTRODUCTION
Every person that is given access to AgendaQuick for purposes of creating items and/or approving
items needs to be given a default AgendaQuick Inbox. The actual creation of those inboxes is
covered later in this guide under both the Routing and Inboxes section and the User Security section.
Although it is important that you as the Admin own an inbox, you will probably not use yours very
often. The reason for this is because you can edit items from the agenda itself instead of having items
come to your inbox for you to edit.
When an item arrives in an inbox, the person owning that inbox receives an email. In order for this to
happen successfully, you must be sure that user email addresses are entered correctly in the User
Security page. NOTE: The email notification is turned off on the training site. It is only activated on
your production site.
When you click on AgendaQuick Inbox, it will default to the inbox that is assigned to you on your User
Security page. AgendaQuick Admin can access everyone’s inbox without entering a password.
Generally speaking, users can get in to their own inbox without having to enter a password. However,
there is flag in the inbox setup page (covered later in this guide) if you want to require them to enter
a password even for their own inbox.
The inbox is primarily used for the approval of agenda items; therefore, it most likely will default to
having an Application of Agenda. All the user needs to do is click on the Go button. (If you are using
the Task Tracker module, (explained later in this guide), the user may want to change the
Application to Task Tracker instead. This allows them to access and approve tasks instead of agenda
items.)
MANAGE INBOX
The first time someone accesses their inbox, they should click on the Manage Inbox button to change
their inbox password.
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They enter a new password in the New Password field. They then enter it a second time in the
Confirm New Password field and click on Update Inbox. (It can be the same password they use to
access AgendaQuick or they can choose something different.)
The Backup Email Notifications field can be used if the person knows they will be unavailable for a
period of time and would like someone else to be notified if an item comes to their inbox while they
are gone.
The Email Frequency allows them to set how often new form notifications are sent to users that are
responsible for this inbox.
Most people prefer to leave it set to Each time a form arrives. In some versions of
AgendaQuick, this option is the only one that the Form # and title are included in the email
message.
If they choose to set it at Once each day, AgendaQuick sends the email notification when the
first form of that day is received in the inbox. No other notifications will come in for subsequent
items on the same day
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REVIEWING AND EDITING ITEMS FROM THE INBOX
To view and/or edit a form, click on either the number hyperlink of the form in the Form # column or
on the hyperlink subject text.
Edit any information on the form as necessary. If a change is made to information in a textbox, the
system generates a Change Log.
The Change Log opens as a pop-up and reflects the changed text with a yellow highlight:
Keep in mind that the Change Log only reflects if text has been changed or added, not if text has
been deleted. One way to handle this is to leave the unwanted text in the textbox, use one of the
tools in the text editor (such as strike-through or highlighting) to mark the undesired text, and then
send it back to the originator for them to delete the text themselves. Another option is to cut the
unwanted text from the textbox and paste it into the Internal Comments page with a note that this is
the text that you are deleting from a textbox.
The only information on an item that can’t be changed from the inbox is the submitter’s name and
department, as well as the category that was chosen. (Admin can change the submitter’s
department and the category from Edit New Agendas, but not the submitter’s name).
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If you are not ready to route the item to the next stop, you can click on the Save & Return or the
Return button to get back to your inbox.
Once you have opened an item, the status changes from NEW to PEND.
ROUTING ITEMS FROM THE INBOX
Approval Only- If you want to approve the agenda item and send it to the next stop on the existing
workflow, there are two ways to do this. You can check the Approve checkbox to the right of the
item and then click Apply.
Or you can approve the item by opening it up, going to the Routing page, and clicking on the
Approve button to send it on its way.
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Adding Variable Stops- If you click on the Add Inboxes button it opens up your list of inboxes to
choose from. Enter a numerical sequence of the stops you’d like to add. Then, you can either click
the Save Variable button if you are not ready to send the item yet, or you can click the Send Forward
button if you are.
NOTE: As the AgendaQuick Admin, you are responsible for ensuring that the inboxes available in the
Variable page are kept up to date. In other words, if you add new users at some point, you have to
go to the Variable setup page to add them to the list of available inboxes. This process is covered
later in this guide under the Routing and Inboxes section.
Sending an Item Back- The Send Back button allows you to return the agenda item to a person or
multiple people who have already reviewed it. If the item has already gone to multiple stops and you
send it back to one of the earlier stops, anyone following that stop will see the item again. Choose
the desired inbox and click the Send Back To button.
(NOTE: you cannot use the Send Back feature if you have selected any variable stops.)
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**AGENDA ITEMS
CREATE NEW AGENDA ITEM
This page is the most important part of the system for User level people. Admin can create items from
within the agendas themselves (under Edit New Agendas or Update Finalized Agendas) so they
generally don’t need to create them from Create New Agenda Item. The process for creating items
from within an agenda is covered later in this guide.
Under Agenda Items on the left-hand menu, click on Create New Agenda Item and choose a
meeting type from the Meeting Type dropdown. Admin control what meeting types are available to
each user on the User Security page.
NOTE: There is an optional Admin tool for adding a customized reminder message that pops up once
the meeting type has been selected. The process for adding this message is covered under the
Meeting Types setup page in Master Files.
There is a blank field in the top right corner of the Create New Agenda Item page. The label for that
field is controlled by what you have entered in the Agenda Item Label field in your Meeting Types
setup page.
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When a new item is being created, do not enter anything in this field. Instead, you would only use it if
you know the specific form number of an item that has already been created and you want to go
quickly to that item. You would just enter the number in the field and either click your Tab key or click
anywhere on the page. Do not click the Search button because that takes you to My Agenda Items,
which lists all the current items instead of taking you straight to the form you want to access.
Select a Meeting Date from the drop-down menu. Admin control which dates are available to users
on the Establish Meeting Dates page.
Choose which agenda item template you want from the Template drop-down menu. Admin
decides what templates will be made available to the users. You can have as many or as few as you
like. NOTE: If you only have one agenda item template, the form will open as soon as you choose
the meeting date you want.
Click the Go button. The agenda Item form opens and is ready for you to fill out. (The red asterisks (*)
on the form indicate that those sections are required information. Admin decides which sections
should be required). Keep in mind that since agenda item forms are customizable, your form will look
different from the ones included in this guide.
First, enter information in the Header Area and then click Save.
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INFORMATION
You are now ready to provide the text for the agenda item in the Information section:
There are hyperlink textbox labels found at the bottom of the page. Click on the Open All button to
open all the textboxes at once. Or, you can click on each hyperlink to open the textboxes
separately.
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You can type directly in the box or copy and paste from another document. A text editing toolbar is
available for each textbox. Depending on what browser you are using, the editor may be open
automatically, or you can open it by clicking on the black arrow found at the right side of the gray
line.
IMPORTANT NOTE! IF YOU ARE COPYING AND PASTING INTO THE TEXTBOXES, YOU NEED TO USE THE
PASTING ICONS IN THE EDITOR, RATHER THAN A CONTROL V PASTE OR A RIGHT-CLICK PASTE. USING
THOSE PASTING SHORTCUTS CAN CARRY OVER UNWANTED FORMATTING INTO YOUR STAFF REPORT.
If you have questions on the text editor toolbar, please reference the Text Editor User Guide under
Resource Links.
When you are finished inserting the text, click on the Save Text Box button. You will see the text as a
hyperlink. If the text is too long to display all of it, there is a Show/Hide button available directly above
the textbox labels.
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ATTACHMENTS
The Attachments page allows you to attach documents to your agenda item:
Here is the process for adding attachments:
1. Click Browse to locate the desired file. Open the file and its path and name will now display in
the Select file(s) to be attached field. You will want to have unique file paths for each
document you attach. You will also want to be careful to not include special characters (ex.
#, @, “”,!, the + sign, or additional spaces) in your file name, as this can cause issues with
uploading documents.
2. Type the hyperlink name you want to use in the Link Name field.
3. If you want to place attachments in a specific order (other than the order you are attaching
them in), type the desired number into the Sort Sequence field, otherwise they will just appear
in the order you attached them in.
4. Admin decides whether to use the Confidentiality feature. You can define a single group or
multiple groups if you want to limit the viewing of certain attachments to only those with
specific access. When an attachment is being added, users can select a group from the
Confidentiality dropdown.
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The access to confidential documents is defined for users on their User Security page.
The process for adding confidential groups is covered under the System Admin section of this
guide.
5. Admin also decides whether to use the Document Type feature. You can create your own
dropdown menu for the types of attachments that are added to agenda items.
The purpose for assigning a document type to attachments is that this allows you to run a
report for those types of documents in either the Agenda Item Report or the File Cabinet.
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6. Enter an Expiration Date only if the Document Type dropdown is in use on your system and the
type you chose has an expiration date.
The process for adding Document Types is covered under the System Admin section of this
guide.
7. Click the Add button.
If the document is any file type besides pdf, the system will attach it both in its native format in the
Original Document column, and as a converted pdf in the Link Name column. After an attachment
has been added, a message in red text appears in the middle of the page.
NOTE: It is highly recommended that you do not attach documents over 25 MB. If you do, it will slow
down the download process for anyone trying to open the PDF packet. If you have an attachment
over that size, it is recommended that you divide it into parts and upload the parts separately. There
is also an optimization tool in Adobe that you can use to try to shrink your attachment size.
Another important thing to note is that the conversion process from Word to PDF does NOT keep any
Track Changes that may have been used in Word. If you use this feature in Word, you must first
convert your Word document to a PDF and then attach it in to the system as a PDF. Your Track
Changes will then be maintained.
FISCAL IMPACT
Admin decides whether to use the Fiscal Impact page. The setup for this page is covered in the
Agenda Item Template section of this guide. If it is not in use on your templates, the button will still be
there but the users will see this message if they click on it:
If it is in use on your system, users will fill out the necessary information and click Add. The information
appears at the bottom of the form. After fiscal impact has been added, a message in red text
appears in the middle of the page indicating this. NOTE: You can add multiple fiscal impacts if
needed by repeating the process.
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To change fiscal data, click the hyperlink in the Edit column of the fiscal data you want to change.
The information appears in the data entry fields. Change any of the information and click Update.
The updated fiscal data displays in the list below.
To remove fiscal data, select the check box next to the fiscal data you want to remove and click
Remove to confirm your selection. The fiscal data is now gone from the list below.
INTERNAL COMMENTS
The Internal Comments page allows you to add comments relevant to this agenda item which will
not appear on the printed or published agenda item.
Type the desired comment into the textbox. Click Add.
After information has been entered, a message in red text appears indicating that there is an internal
comment. Comments are visible to everyone the item is routed to, not just the next person in your
route map.
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To edit an internal comment that you have added (prior to submitting the item), click on the number
in the Edit column, change the information in the textbox, and click Update.
To view an internal comment that someone else had added, click on the number in the Edit column
of the comment you want to view. A window appears with the entire comment shown.
User level people can only delete their own comments, either prior to submitting the item, or from an
inbox. To delete an internal comment, select the check box next to the comment(s) you want to
delete, and click Delete.
Admin people can delete others’ comments only if accessing the agenda item from Edit New
Agendas or Update Finalized Agendas. They cannot edit others’ comments under any
circumstances.
NOTE: There is a flag in User Security that controls whether users can view any Internal Comments
after the item has been submitted.
ROUTING
The Routing page allows you to view the designated path of approval for your agenda item.
Different agenda item templates have different predesignated route maps based on the types of
items they are designed for. Admin determine what these workflows should look like and users cannot
change them. The process for setting these workflows up is in the Routing & Inboxes portion of this
guide.
If you want your item to go to additional stops prior to it going to the first stop on your Route Map,
click on Add Inboxes. Enter a numerical sequence in the inbox fields in the order you want your item
to go and click on Save Variable.
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Once the Save Variable button is clicked, the variable stops you chose will appear in both the
Currently Selected Inboxes section and in the Preliminary Routing Status area.
NOTE: If an inbox is missing from the variable routing list, you must go to Routing & Inboxes and make
that inbox available. The process for doing that is covered under the Routing & Inboxes portion of this
guide.
USING THE REQUEST REVIEW FEATURE
There is an optional Request Review feature that you can decide whether or not to give your users
access to. In order to use it, it must be turned on by meeting type under Master Files~ Meeting Types.
If you want them to use it, here is how it works:
1. The originator of an agenda item clicks on the Request Review button from the Routing page.
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2. Choose which department you would like to request reviews from, or you can choose All
Departments for a list of all the reviewers available. NOTE: The process for making reviewers
available is found under the User Security portion of this guide.
3. They check the checkboxes of those they want to review the item. If desired, they can add a
customized message prior to sending the request.
4. Click the Send Review Rqst button.
5. As soon as Send Review Rqst is clicked, a log records the names of the people that the
requests were sent to and the system inactivates the checkboxes of those people.
6. The item then shows up in the My Review Items page, which is covered under that section in
this guide.
ADDITIONAL INFORMATION/FEATURES
1. The PDF button at the top of the page is the best way to view your item. The Print and Word
buttons give you additional ways to view your item, but the final product is a PDF so you will
find it is a better option for viewing.
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2. The Search button takes you back to My Agenda Items.
3. On an unsubmitted item, the Status and History buttons will give the same results; they will both
just list who created the item and on what date it was created.
Once an item is submitted, the History button only shows inboxes that an item has already
been approved from, not the inbox it is currently sitting in or future inboxes it is set to go to. The
Status button shows all these stops.
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4. Occasionally, you may be working on an item and decide you want to get rid of it. This might
be a result of choosing the wrong meeting type or the wrong agenda item template. Use the
Delete button to get rid of your item. This button is only available until you have submitted the
item.
5. The Phrases button allows you to access commonly used wording that you can copy and
paste or drag and drop in to your agenda item. The button opens a pop-up window where all
the phrases that have been defined for that meeting type are accessible.
Admin can define these phrases under System Admin ~ Common Phrases. The process for
adding them is covered under that section of this guide.
6. The Pending flag allows people to mark their item as incomplete, or waiting on certain
information.
Whether or not the Pending flag displays on an agenda item is determined by two factors.
First, the agenda item template has a flag for turning it on or off by template.
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Second, the person creating the item has to have access to the Pending flag on their User
Security profile.
If an item is submitted as Pending on to an agenda, it shows up with a light purple background
so that the Admin can readily tell it is still waiting on information.
7. Another optional flag is the ability for a user to get notified when their item reaches final
approval.
Just like the Pending flag, this checkbox only appears on the item if the flag to use it is set on
the agenda item template.
8. The Submit button pushes your agenda item on to the meeting date you chose, as well as
putting the item in to the first inbox in your workflow. Once you click it, a popup window
opens asking if you are sure you want to proceed. Click OK to submit the item.
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9. Using the Recall feature: Once you submit your item, you can no longer edit it from My
Agenda Items. If you submit your agenda item into the workflow and then realize that you
made a mistake on it or perhaps forgot something on it (like an attachment), you can use the
Recall button to pull your item out of the inbox it is currently sitting in and place it in your own
inbox for you to edit.
Once you are done editing the item from your inbox, click the Approve button from the
Routing page and your item will start the workflow over again. Since it will go through the
workflow again, you should not use the Recall feature for something minor, like a typo. Again,
keep in mind that Admin can ALWAYS edit submitted items from within the agenda.
NOTE: If a user is stating that they don’t see the Recall button, there are three causes for this.
Either the item is already in their inbox, they don’t have access to the Recall feature on their
User Security page, or their item has been finalized.
10. Adding additional textbox information: If needed, users can be given access to up to seven
more textboxes in addition to the ones on the Information page. This is done with the addition
of an extra button.
The label of that button and how many additional textboxes it will provide are determined by
Admin under the Agenda Item Templates. The creation of this extra button is covered in that
portion of this guide.
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MY AGENDA ITEMS
As Admin level, you will see everyone’s items as they work on them. What the user level people see
will depend on what permissions you have given them under Application Access on their User
Security page. For example, it is common to give department heads access to their own items and
to everyone’s items from their department. For non-department heads, it is common to give them
access to only their own items. The process for assigning these permissions is found under the User
Security section of this guide.
All the items that people have begun for upcoming meetings will be listed, including the item’s form
number, the meeting date the item is intended for, the meeting type code and the item’s title. It also
lists the originator of the item, the originating department, the originating division (if applicable), the
current stop it is in (if any), and which agenda item template was used.
Items remain in My Agenda Items until they are submitted to an agenda and that agenda date has
passed.
If the form number of the item does not have an asterisk beside it, it has NOT yet been submitted for
routing. If it has one asterisk beside it, it is in routing but has not reached final approval. If it has two
asterisks beside it, it has reached final approval.
To open the item from here, click on its form number. If the item is in routing or is finalized, you will
only be able read the item; you will not be able to make changes (The text will either be grayed-out
or no longer a hyperlink for you to edit). If it has not been submitted into routing, you can still edit the
form.
VIEW ALL AGENDA ITEMS
This page allows people to view all the agenda items that are currently being worked on by
everyone using AgendaQuick. The items that you see here are not limited by security permissions like
they are in My Agenda Items. Keep in mind, however, that ANY items listed here are read-only, even
your own items that you haven’t yet submitted. It is common to make this an Admin Only page by
removing User access from Menu Security (covered in that portion of this guide).
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MY REVIEW ITEMS
As mentioned above in the Routing section of creating a new agenda item, this is an optional tool
that you may or may not decide to leave accessible to those in the User group. It is tied to the
Request Review button found on the Routing page of agenda items. The setup for the Request
Review feature is covered later in this guide under both Meeting Types and User Security.
As a reviewer, you will receive an email notification alerting then that you have a review request. The
email contains a hyperlink to the login page of AgendaQuick.
Once you log in to AgendaQuick, click on My Review Items on the left hand menu.
As Admin, you will see all the people who have been asked to review that item in the Reviewer
column. If you are one of the people who have been asked to review the item, your name will be
bolded. Members of the User group will only see their own names.
Click on the Form Number of the item you want to review.
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A read-only copy of the agenda item will open. After reviewing the item, click on the Review
Comments button.
Enter your comments into the textbox provided and click the Add button. You can add multiple
comments if necessary. The comments you add will appear at the bottom of the page.
Click on the comment number in the Edit column to open your comment back up in the textbox for
further editing. If you want to delete a comment you have added, check the checkbox to the far
right and click the Delete button. NOTE: If others have added comments, you will be able to view
them but you will not be able to edit or delete them.
When you are finished adding your comments, check the checkbox to indicate that you are finished,
and click the Review Final button.
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NOTE: If you don’t wish to add a comment, just check the checkbox and click the Review Final
button. When the person requesting the review opens their item from My Agenda Items, they will see
that the system has generated a No Comment Added message.
For people who are part of the User group, the item will no longer be in My Review Items once they
have marked their review as finished. As Admin, that will only be true if you are the only one asked to
review the item. If there are still reviewers who have not yet marked their review as final, their names
will still show up in your My Review Items page.
As each of the reviewers completes their reviews, the person requesting the review will receive an
email notification alerting them that the reviews are finished.
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People who have requested reviews can access the reviewers’ comments by opening the item from
My Agenda Items and going to Review Comments.
If you decide to request additional reviews, you can go to the Routing tab and request further
reviews all the way up until you submit your item.
Keep in mind that you can use the Request Review both prior to submission as well as from your inbox
while the item is being routed.
AGENDAS
As the AgendaQuick Administrator, the Agendas portion of your left-hand menu will be the one that
is most important to your daily use of the system.
To prepare and publish an agenda, you will begin by establishing a meeting date. You will then
either create the agenda items for the agenda yourself, directly from the agenda; or you will have
agenda items submitted by other users to your agenda.
After all of your agenda items are set on the agenda, you will move, renumber and adjust the
agenda and items to your liking; at which point you will finalize your agenda.
From there, you have the option of running an agenda packet if desired, publishing the agenda
(and/or agenda packet) and notifying subscribers that the agenda (and/or agenda packet) are
available to be viewed on your public site.
This portion of the guide will walk you through the steps needed to establish a meeting date and
agenda creation.
ESTABLISH MEETING DATES
Establishing the meeting date is the first step in preparing an agenda. When a meeting date is
established, a snapshot is taken of your agenda template to give you an outline to work from in
creating the agenda for that meeting date. The creation of agenda templates is covered later in this
guide under Agenda Templates. It is important to remember that once a meeting date is
established, any changes made to the agenda template that meeting is using will NOT be captured
on that meeting date. You would either need to make the same changes to the actual agenda that
you made on the agenda template, or you can delete the meeting date and then re-establish it
once the agenda template changes are made.
Once a meeting date is established, users are able to submit items to the agenda. Likewise, Admins
are able to begin work on the main agenda body and create items from the agenda directly.
CREATING NEW MEETING DATES
To begin, go on your left-hand menu to Establish Meeting Dates. Click the drop down arrow next to
Agenda Template and select the template you would like to establish a meeting for; The Name field
will always default to the same name as the agenda template. Most of the time, you will leave the
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name field alone, but you can edit it if necessary. (Possible reasons for changing the meeting name
are covered below in the Changing the Meeting Name section.) Enter the meeting date in the Date
field, and enter a Cutoff Date and Cutoff Time (optional). Finally, click Add.
You will then see the date appear below with a blue hyperlink under Meeting Date.
USING THE CUTOFF DATE AND TIME
Entering a Cutoff Date and Cutoff Time mean that the users will no longer see that meeting date in
the Meeting Date dropdown from Create New Agenda Item if the cutoff date and/or time has
passed. If you want the user to not only start their item, but actually submit it on to the agenda by the
cutoff date, you will use what is called a Hard Cutoff. This feature is covered below under the Options
section.
If you need to give someone special permission to submit an item after the cutoff date, you can
temporarily remove the cutoff date and alert the person that they can submit their item. Once they
have done so, be sure to put the cutoff date back on.
If you decide not to use the cutoff date feature, users can submit items all the way up until the time
you finalize the agenda.
If you do enter a cutoff date and time, it will appear in the Cut Off column next to the meeting date.
EDITING MEETING DATES
Meetings are most commonly edited for the purpose of changing the meeting date itself. By clicking
on the meeting hyperlink, you will bring the meeting you’ve established back up into the work area
above. From here you can make changes to the meeting’s Name, Date, Cutoff, Options and
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Functions. The only field you are unable to change is the template that was used to create the
meeting date. Once the edits are done, click the Update button.
NOTE: the Establish Meeting Dates page always defaults to showing only Future Meetings. If you need
to see the dates that were added prior to today’s date, you can click on the All Meetings option in
the center of the page.
POSSIBLE REASONS FOR CHANGING THE MEETING NAME
1. Perhaps you may want to create multiple meetings for the same meeting type on the same
day. If you try to do this without altering the meeting name, the system will give you the
following message:
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For instance, perhaps you have three public hearings on the same day and want to use the
public hearing template for each one. You can add these three meetings by renaming the
meetings slightly in the Name field.
2. Another reason that people change the meeting name is to indicate that a meeting that was
previously scheduled is now cancelled or rescheduled. In other words, you would just pull up
that meeting date and add that verbiage to the meeting name.
3. Another common reason to change the meeting name is to alert the public that Summary
Minutes have been taken on that meeting. Some clients have legal requirements to post these
abbreviated minutes on their website right after the meeting takes place; prior to creating the
full minutes for that meeting.
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OPTIONS
Under the Options section, you will see multiple flags set by default for your meetings. These default
flags are set in Meeting Types under the Master Files portion of your system, and an explanation of
these flags is found under the Meeting Types section of this guide. (Remember, Hosted clients do not
have access to the Meeting Types page so you will need to contact Destiny Software if you need to
make changes to these defaults). Since they are already set by default, it is very rare that you will
need to change them, but if you do, here is an explanation of each of them:
1. If you want to finalize all agenda items still in routing when the agenda is finalized, select Yes
for Finalize All AI’s?, otherwise select No. Any items that were sitting in someone’s inbox will be
pulled out and they will receive an email alerting them that the item was pulled out. All the
items on the agenda that were red will automatically turn blue. This is almost always set to No.
2. If you want the system to stop all new agenda item submissions on the cutoff date and time,
select Yes for Enforce a Hard Cutoff? If you select No, any already created agenda items for
that meeting can still be submitted. This is almost always set to Yes. If it is and users have
missed the submission deadline, they will get a message instructing them to change their
meeting date prior to submission (and there will be no Submit button on their item until they
change their meeting date).
3. If you want to prevent any changes to agenda items still in routing when the Cutoff Date
arrives, select Yes to Should Hard Cutoff affect the Inbox?. Otherwise, select No. NOTE: If the
person approving the item in the inbox wants to change it after the cutoff date has passed,
they must reassign the item to a future meeting. This flag is almost always set to No.
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4. If you want people to be able to change all things on the item from the inbox except for the
meeting date that the item is on, select Yes to Should Cutoff prevent Meeting Date Change
through Inbox?. Otherwise select No. This is almost always set to No.
FUNCTIONS
To use any of the Functions, you must first click on the meeting date link that you want to perform the
action on.
1. If you want to pull any agenda items that are still in routing out of people’s inboxes for a
particular meeting, click on the Apply button for Finalize Agenda Items Now. Any items that
were sitting in someone’s inbox will be pulled out and they will receive an email alerting them
that the item was pulled out. All the items on the agenda that were red will automatically turn
blue.
2. If you want to unfinalize a meeting you have already finalized, click on the Apply button for
Unfinalize Meeting. Generally speaking, unfinalizing an agenda does not happen very often
because Admin can still work on agenda even after it has been finalized. There are three
potential reasons for unfinalizing a meeting.
a. When you PDF an unfinalized meeting, the word DRAFT appears in red letters at the top.
When you finalize a meeting, that verbiage goes away. Some Admin decide they want
to print that DRAFT copy and thus would have to unfinalize the agenda to get the
verbiage back.
b. Another reason to unfinalize would be if you make changes to your agenda item
template and want those changes to be reflected on the items for a certain meeting
that you have already finalized. Just the act of unfinalizing the meeting will capture the
agenda item template changes.
c. Finally, you may need to unfinalize a meeting if you want to allow a user to submit an
item after you already finalized the meeting. Keep in mind that you would also need to
remove the Cutoff Date as well if you are using that feature.
3. If you want to send out an email reminder to people who still have items to approve in their
inboxes, click on the AI Reminder button for the Agenda Items stuck in routing option. It will
generate a list of outstanding items for that particular meeting, including how many days
those items have been in the inboxes. Check the box(es) of the people you want to send the
reminder to, write a customized message, and click Send.
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NOTE: If you do not choose a meeting first and just click on the AI Reminder button, it will
generate a list of all the items stuck in routing, for any meeting date, but the email function is
disabled.
4. If you want to release meeting date information (just the date and meeting name will display
on your public site), click the Apply button for Release Meeting. The meeting date appears as
black text on your website until you publish that agenda, then the meeting date changes to a
blue hyperlink. Conversely, if you have released a meeting and want to pull that date back
off your website, you can use the Retract button to do so.
NOTE REGARDING BOTH THE OPTIONS AND FUNCTIONS: By placing your cursor over the Yes/No
radio buttons in the Options section or the Apply button under Functions, a square will appear
with an explanation of the feature:
DELETING MEETING DATES
To delete a meeting, select the check box next to the meeting or meetings you want to delete and
click the Delete button.
If there is no delete check box next to the meeting, it means that one or more agenda items have
been started for, or submitted to, that meeting.
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You can use the AI Listing button to see which items are associated with that meeting. A popup
window opens that tells you all the relevant information about the items. In addition, you can also use
the Email checkbox to remind people to approve their items. This is the same functionality as the AI
Reminder feature discussed under the Functions section of this guide.
If items are associated with that meeting date and you want to get rid of it, you can purge it instead
of deleting it. The Purge button is available once you click on the meeting date hyperlink.
After the Purge button is selected, a popup window appears alerting you that all the items that are
associated with that meeting will be placed in the Holding Bin. Click on the OK button.
NOTE: You cannot purge a meeting that has been published.
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AUDIT INFORMATION
When an action occurs for a meeting date such as releasing the meeting, finalizing or unfinalizing it,
and publishing or un-publishing it, the system shows the date and time that action took place, as well
as who performed it.
USING THE ARCHIVE FEATURE
The Archive feature is most commonly used to add PDF’s of agendas that were created prior to the
use of AgendaQuick. Using this feature allows you to put prior meetings on your website in the same
place as your current ones appear. The only difference is that the output will be just PDF, not html.
To use the Archive feature, click Yes. The look of the screen will change.
Here are the steps needed to archive a meeting:
1. Choose the appropriate archive Agenda Template you have created for this purpose. The
process for creating an archive template is covered in the Agenda Template section of this
guide.
2. Enter the meeting date in the Date field.
3. The name of the meeting in the Name field will default to the same name as the template, but
you can edit it if necessary.
4. Choose the correct meeting type from the Meeting Type dropdown
5. Browse to the stored agenda under Select agenda packet file.
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6. Browse to the stored minutes under Select minutes file.
7. Enter a Link Label for the minutes (perhaps just “Minutes”)
8. Click Add.
The system automatically publishes both the agenda and the minutes to your website.
EDIT NEW AGENDAS
The Edit New Agendas page will be your primary work area in the AgendaQuick system. You will use
this page to create and manage a meeting agenda prior to a meeting. You have full control over
what content goes in the agenda from this page before it is finalized. The only content available at
first on this page is what was set up for this meeting template on the Agenda Templates page. Any
changes made will only affect this meeting, leaving other meetings using this template unaffected.
Navigate to the agenda you’d like to work on by selecting the Edit New Agendas option under
Agendas on your left-hand menu. Then, click on the arrow to open the drop down list of Meeting(s)
to select the specific meeting you want to work on:
Once the Edit New Agendas page opens, you will see a button bar across the top of the page.
All the pages that these buttons open are explained in their own section of this guide, but it is
important to remember that the Agenda Items page is your primary work area. You may never even
use the other buttons. When you first open Edit New Agendas, it will always default to the Agenda
Items page.
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AGENDA ITEMS
PAGE LAYOUT
Initially, all that appears when you first start a new agenda is the structure from the agenda template
you selected when you established the meeting date. Here is a picture of our Edit New Agendas
page for this meeting, broken down into sections for reference:
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The Header area is created by checking the Header Ln checkbox in the work area.
The Footer area is created by checking the Footer Ln checkbox in the work area.
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Here is the breakdown of those three sections, Agenda Header, Agenda Body and Agenda Footer,
on the PDF of the agenda:
In the image you see above, the Agenda Header is fully filled out (as it comes from the Agenda
Template), but the Agenda Body will need some work.
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DIFFERENCE BETWEEN AGENDA ITEMS AND LINE ITEMS
Agenda Item: (Known by a variety of names, such as; Agenda Request Form, Agenda Memo,
Agenda Item Request, Council Communication, and others) This refers to the form that is used by
people to submit information on to an agenda. It can be routed for approval and might include
supporting documentation. We often use the term Agenda Item throughout training as well as within
the application when referring to the form.
Line Item: This refers to a line on the agenda that acts as a heading or category. When building your
agenda templates, you will be using line items to create the basic outline. New line items that are not
normally part of your agenda template can be placed on the agenda from within the Edit New
Agendas pages or Update Finalized Agendas page at any time during the agenda creation and
editing process. Line items do not have supporting documentation associated with then, nor can
they be routed. If you need routing or supporting documentation you would create an agenda
item.
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DIFFERENCE BETWEEN ITEMS SUBMITTED TO AND CREATED FROM WITHIN AN AGENDA
People with User level permissions create and submit their items to the agenda through the Create
New Agenda Item function under Agenda Items on the left-hand menu. As an Admin, you can
create agenda items directly from within the agenda.
Creating items directly within the agenda bypasses the routing and approval process, as any item
created from the agenda is automatically considered to be ‘finalized’.
Here we’ll go over how to create an item from the agenda, and then how you can submit the item
to routing, if approval is desired.
If you prefer, you can create agenda items using the Create New Agenda Item menu option. These
items will behave as usual, and when submitted will go into routing based on your Route Map and
any additional variable routing stops that have been added.
HOW TO CREATE AGENDA ITEMS AND LINE ITEMS FROM THE AGENDA
There are two options for placing an agenda item directly on the body of an agenda. One is to turn
an existing line item (the black text lines in the agenda body) into an agenda item. In this example,
the agenda template included an agenda line for minutes. In order to attach minutes to that
agenda you will turn that line item (“Approval of Minutes from the” in the image below) into an
agenda item.
To turn a line item into an agenda item, begin by clicking on the level link.
If you have multiple agenda item templates associated to the meeting type, select the desired
template from the Available Template dropdown and then click the New button. If not, simply click
New.
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The agenda item form will open and the verbiage from the Description in the line item will already
show in the first textbox. Complete your item and then click Save & Return to go back to the agenda.
You can also easily add line items on your agenda. These are used instead of agenda items when
you have only simple text to convey and do not need to add any background or attachments to the
agenda for support. These plain text lines will then show on your agenda, but you cannot add
attachments to them or put them into routing.
To add a line item, enter whatever level(s) you want your new item to be, type the information in to
the Description textbox, and click on the Save Agenda Item button.
To create an agenda item from the agenda, without a prior line item reference, begin by going to
your work area and enter the desired level(s) where you want your new item to display on the
agenda, in the example below we want our new agenda item to display in Consent (level 5) as the
second item there (making level 2 a 2):
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As before, select a template (if multiple templates are available), and then click New to get the item
going. The agenda item form then opens for you to fill out. You can choose to enter a Description
before clicking on the New button, which will then populate in the top text box of your agenda item.
Or you can click New without entering a description; then once in the agenda item, you will fill out all
of the needed text boxes.
ROUTING AGENDA ITEMS CREATED FROM THE AGENDA- USING ‘CONTINUE ROUTING’
When an agenda item is created directly within an agenda, it is automatically considered to have
final approval and therefore does not go directly into routing the way an agenda item created from
outside the agenda does. However, there will be times where you want to route an item that has
been created directly from within the agenda, which you can do using the Continue Routing feature.
When you wish to route a finalized item, navigate to that item (under either Edit New Agendas or
Update Finalized Agendas depending on whether the agenda that item is on is finalized or not).
Select the meeting date from the dropdown for the meeting the agenda item is on. Scroll down the
agenda and click on the desired agenda item. Then select the Routing button in the middle of the
screen is as shown in the image below:
Under the Routing tab you will now see the Continue Routing button beneath Routing Status. This
Routing Status allows you to see the path the item has already had. To continue routing the item, you
will enter the stop number next to the name of each person you would like to route to and click Save
Variable.
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Now Currently Selected Inboxes shows the stops you saved under Save Variable.
Complete the process to put the agenda item into the first inbox, by clicking on Continue Routing.
It is important to note that AgendaQuick will send an Agenda Item back into routing if you number
the stops and then click on Continue Routing, even if you don’t select Save Variable. This feature is
useful when you are sending an agenda item to one stop and are comfortable enough with the
system that you don’t want to see where the item will route in Currently Selected Inboxes before
sending it forth.
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CHANGING THE ROUTING OF AN ITEM – USING ‘ALTER ROUTE MAP’
Another feature on the Routing page is the Alter Route Map feature. This allows people with
Administrative permissions to change the workflow of an agenda item while it is in routing. To use this
feature, follow these steps:
1. Open the agenda item you want to change the routing for. Click on Routing.
2. When you first open the routing page, you will notice that the Currently Selected Inboxes
match the Routing Status.
3. You can change the order of the currently selected inboxes or delete any of the current stops.
In the example below, I removed the 2 from the City Manger’s box (and left it blank), and then
changed the order of the Superintendent and City Clerk by entering a 1 and 2 respectively.
This is what the Currently Selected Inboxes look like after I click the Save Alt. Routing button.
(Important to note: the routing status will NOT change at this point in the process.)
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4. Another option you have is to insert variable stops into the workflow or replace a current stop
with a variable stop. In the example below, I replaced the City Manager stop with Nikki Day.
5. If you change your mind or make a mistake as you change the currently selected stops, the
Reset button allows you to set the workflow back to what is was prior to making any changes.
6. Once you have saved the changes to the routing, click on the Alter Map button. The item will
now follow the new workflow. Notice that the Routing Status has now changed as well.
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If the item was pulled out of an inbox, the owner of that inbox will receive an email notification.
7. If you want to remove the item from the workflow altogether, click on the Finalize button.
8. NOTE: If you don’t see the Alter Route Map feature when you are on the Routing page, it
means that you must first turn it on for that meeting type. To do this, go to System Admin ~
Master Files ~ Meeting Types and turn the flag for Use Alter Routing to yes. If you are a hosted
client, you will not have access to this page so we will need to turn it on for you.
MOVING ITEMS ON AN AGENDA
If someone has submitted an item to the wrong category on your agenda, you can easily move it to
the correct one with a two-step process.
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First, click on the level hyperlink of the item you want to move:
The item’s level(s) will populate the work area in the yellow Agenda Level section, but we’ll ignore
that for now. Instead, change the category in the dropdown on the right side of your screen and
click on the Save Agenda Item button. For this example, we are changing the category from Action
Items to Consent:
The item will now appear in the new category that you chose, in this case, Consent:
When the item moves to the new category, initially the second level will be a zero; even if it had a
different number assigned to it when it was in the wrong category. You can edit this last level by
clicking on the level link again, bringing the item into the work area and changing the last level to a
number other than zero. Don’t forget to click the Save Agenda Item button when finished:
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Items can be moved around within the same category, as well. If you wanted to switch the order of
the agenda items 14 and 15 below, you can click on the level link for 6.2, change the 2 to a 1, then
click Save Agenda Item and the system will automatically renumber the existing 6.1 to 6.2:
Before Renumbering:
After Renumbering:
COPYING ITEMS FROM AN AGENDA
AgendaQuick Administrators have two options for copying agenda items. Items can be copied
when being viewed from View Meetings, as Users do. This method of copying is covered later in this
guide. Here, we’ll show you how to copy items directly from the Edit New Agendas or Update
Finalized Agendas page.
To copy an item, put a checkmark in the box in the Copy column for that line, and click on the Copy
button (located at the top and bottom of the agenda). Or, if you want to copy all items onto
another meeting, click the Select All button then click the Copy button (useful when items are going
from committee to council or vice versa).
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From there you will need to select the meeting date you would like to copy the item(s) to and the
desired settings for those copies.
1. Copy Status:
Finalized- If you choose this option, the copied version will go directly on to the selected
meeting as a finalized item. This is the most common selection.
Unsubmitted- If you choose this option, your copied version will not appear automatically on
the selected meeting. Instead, it will open in My Agenda Items and you will need to submit it in
order to get it on the selected meeting.
2. Retain Level Numbering: Selecting Yes to this option will assign the copied version on the
selected meeting the exact same level designation as the original item has. This is generally
not recommended because you may already have an item with that same level designation
on the new meeting date and automatic renumbering does not happen when copying items.
Our recommendation is to leave it set to No.
3. Agenda Item #: This refers to the number that the system assigns to the agenda item as soon
as it is created.
Generate New Number- If you choose this option, the new item will have a number that is
completely different from the original item’s number.
Retain Original Number- If you choose this option, the new item will have the same number as
the original, but it will include a slash and a 1 after it. For example, if the original item’s number
was 345, the new item’s number would be 345/1. If you then copied it a second time, the new
item’s number would be 345/2, etc.
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4. Retain Department and Submit By: If you leave this setting at its default of No, the new item will
be submitted by the person doing the copying, regardless of who submitted the original. If you
change it to Yes, the new item will be submitted by whoever submitted the original item.
5. Retain Submitted For: This flag refers to a feature on the agenda item form that may or may
not be in use on your system. If you are using it, it is possible that you are calling it something
different than Submitted For (like ‘Presented By’ or ‘From’).
If you are not using it, you can ignore this flag. If you are using it, you can choose Yes if you
want the new item to have the same Submitted For person as the original item. If you choose
No, the Submitted For dropdown on the new item will be blank and you will choose a name
from the dropdown.
6. Copy Original History: This flag refers to the routing history that the original item has. The History
button is located in the top right corner of an agenda item form.
If you are copying the item as Finalized, it is most likely that you will set the Copy Original
History flag to Yes, thereby retaining the history of the routing that item took on to the new
item. Conversely, if you are copying the item as Unsubmitted, it is most likely that you want the
new item to generate its own routing history and you would therefore choose No to this flag.
7. Copy Admin Only Textbox: This flag refers to a feature on the agenda item form that may or
may not be in use on your system. If you are using it, it is possible that you are calling it
something different than Admin Only (like ‘Clerk’s Use Only or something similar). This is the
textbox that is not available to users when they submit an item. It is only available to the
Admins when they open the item from Edit New Agendas and it is the text that shows on the
agenda. If you are not using it, you can ignore this flag. If you are using it, you can choose Yes
if you want the new item to have the same agenda text as the original item. If you choose No,
the Admin Only box will be blank on the new item and you will need to fill it in.
Once you have finished selecting the options you want, click on the Copy button on the Copy
Agenda Item page to complete the action:
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Items can be copied as many times as you like. When a copied item is added to an agenda, you’ll
notice that the agenda item number has an orange background:
MOVING AGENDA ITEMS TO A NEW MEETING DATE
Agenda items can be easily moved to a new meeting date from their current agenda in one of two
ways. The first way is started by clicking on the agenda caption text to drill down into the item:
By clicking on the dropdown arrow next to meeting dates, you’ll see a list of all future established
meeting dates. (If you don’t see the future meeting date you want, it’s either because it has a cutoff
date/time that has passed or else that agenda has been finalized. You can go to Establish Meeting
Dates to remedy either of these situations.)
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To then move the item, you need only select the new meeting date and click Save & Return. The
system puts a red highlight on the space where that item used to be to advise others that an item
has been removed from the agenda. Once aware of the change, Admins and Meeting Managers
simply delete the red line using the delete checkbox on the right side and clicking the Delete button
at the top or bottom of the agenda:
If you are unsure of the meeting date you want to move the item to, you can move the item in to the
Holding Bin until you decide. To do this, check the delete checkbox to the right of the item and then
click the Delete button. The item will stay in the Holding Bin until you decide which date to put it on.
An advantage of moving an item this way is that you can move it to a different meeting type, if
necessary. The process for moving items out of the Holding Bin is covered under the Holding Bin
section of this guide.
ADDITIONAL TOOLS
1. The Att button- This button provides the same functionality that the Attachments page does if
you open an agenda item. In other words, it is a shortcut for adding, deleting, or editing
attachments. If the Att button has an asterisk next to it, it means that there is already one or
more attachments already added to that item.
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2. Background Color Coding:
a. Edits Done- This checkbox will appear on every agenda item on the agenda, whether
the item was submitted externally or created internally from within the agenda.
It allows you to mark the background of the item with a light green color so you can tell
at a glance that you are done with that item.
b. Pending- Two circumstances have to be true to cause the Pending flag to appear. It
must be turned on by agenda item template and users must be given access to that
flag on their User Security page. If both of those are true, the Pending checkbox
appears on the agenda item.
If this flag is checked, it marks the background of the item with a light plum color so you
know that this item is still waiting on information before it can be considered complete.
c. Color Ln (Color Line)- If this is checked, it marks the background of the item with a
yellow color. This can be used in any way you want to denote something special about
that particular item.
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NOTE: The color generated by the Pending flag will override both the Edits Done color and the
Color Ln color. The Edits Done color overrides the Color Ln color.
3. Pg Br (Page Break)- You can use this checkbox to force any line item or agenda item to start
on a new page. After you check it, you must click the Apply button to save the page break.
EXTERNAL LINKS
The purpose of the External Links page is to allow you to view a DRAFT copy of your agenda packet.
Once a packet has been generated using the Agenda Packet Collator (discussed later in this guide),
the system attaches that packet in to the External Links page. Likewise, you can also open a DRAFT
copy of a Confidential Packet from here as well. The External Links page is much more commonly
used in Update Finalized Agendas than it is in Edit New Agendas and is covered more extensively in
that section of this guide.
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OPTIONS
The Options page contains all the setting for the look and feel of your agenda. Due to the fact that
these options are set initially on the Agenda Template, it is very rare for you to have to change these
settings in Edit New Agendas. Each of these settings is covered in detail under the Agenda Templates
section of this guide.
ADJUSTING SCALING AND MARGINS
One area that you may find yourself adjusting in the Options page is the PDF Scaling and Margin
settings at the bottom of the page. The primary reason you may change these is if you are trying to
get information that is currently displaying on multiple pages to display on only one page. By
decreasing the scaling, more information will fit on the page. Or, you can try decreasing the bottom
and/or top margins to fit more on the page.
AGENDA PADDING
Similar to the Options page, the options for the Agenda Padding page are set initially on the Agenda
Template so it is very rare for you to have to change these settings in Edit New Agendas. The Agenda
Padding page allows you to customize how much space there is between the agenda header and
body, the body and the footer, and between individual line items and agenda items.
If you need to change the padding, simply choose the setting you want and click Save.
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TASK TRACKER
Often, either during the course of a meeting or even beforehand, a request comes up that requires
follow up action on the part the clerk or a staff member. The Task Tracker module is designed to
provide you with a tool for initiating, tracking and recording the outcome of various tasks. Utilizing the
routing feature of AgendaQuick, you can send attachments, add comments and even email
requested information. It can be used for items related to specific agenda items or for anything that
comes up during the meeting. The Task Tracker module is covered in detail later, under the Task
Tracker section of this guide.
Here, we’ll just explain the two ways you can enter tasks from the Edit New Agendas page.
The first is to add tasks to the meeting as a whole by using the Task Tracker button at the top of the
Edit New Agendas page. Click on the New Task button.
Fill out the form that opens in the popup window and click the Save button.
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You can then close that popup window. If you refresh your page, you’ll see the task that you created
listed under Existing Tasks. To edit that task, click on the number link on the far left, make your
changes, and click Save.
The other way to add tasks from the Edit New Agendas page is by clicking on any of the Task buttons
found to the right of either line items or agenda items.
This opens up the same Task Tracker form as mentioned above, but this time you will see that the task
is specific to this agenda or line item.
You will be able to view that new task in the same place as you can view the tasks created for the
agenda as a whole, under the Existing Tasks in the Task Tracker page at the top.
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VIEWING YOUR DRAFT AGENDA
To view and/or print your draft agenda, use the PDF button on the top right corner of the page.
When you click the PDF button, a pop-up window will open asking you if you want to Include Agenda
Items, Yes or No? If you choose Yes, the PDF will include both the agenda and all the individual
agenda item forms that are associated with that agenda. If you choose No, the PDF will just be the
agenda itself.
Keep in mind that the word DRAFT in red at the top of your agenda is generated by the system- as
soon as you finalize your agenda, it will go away on its own.
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FINALIZING YOUR AGENDA
Once you have finished working on your draft agenda, you are now ready to finalize it. To do this, go
to the bottom of the Edit New Agendas page and click the Finalize button.
Once you do this, the system will move your agenda from Edit New Agendas to Update Finalized
Agendas where you can make any last minute changes. Once you have finalized your agenda, that
meeting date is no longer available for users to submit items to.
NOTE: Unfinalizing your agenda is covered under the Establish Meeting Dates section of this guide.
UPDATE FINALIZED AGENDAS
The Update Finalized Agendas page is almost identical to the Edit New Agendas page. You can
continue to work on the agenda, making any last minute changes, even though it has been
finalized. There are, however, a few differences between the Edit New Agendas and Update
Finalized Agendas pages.
First, once you finalize the agenda, you‘ve made that meeting date unavailable for users to submit
to. This is usually a moot point, however, because you normally don’t finalize the agenda until after
the cut-off date has passed already.
Another difference is that when you PDF the agenda from here, the word DRAFT no longer appears in
red at the top.
The last and most important difference is that the Update Finalized Agendas page provides you with
the ability to publish both the html version of your agenda as well as the agenda packet in PDF
version.
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HOW TO PUBLISH AN AGENDA AND AGENDA PACKET
When you first access Update Finalized Agendas, you will see a Publish Agenda button toward the
top of the page. This button pushes the html version of your agenda to your website.
If, however, you want to publish a PDF packet along with the html version, you will first need to
collate a packet under Agenda Packet Collator on your left hand menu. The process for creating
your packet is covered under the collator section of this guide. Once it’s created, there will be
another button in Update Finalized Agendas. To publish your agenda and packet, simply click on the
Publish Agenda and Publish Packet buttons. Prior to publishing your packet, you will want to view it.
To do this click on the External Links option, which is covered in the next section.
Please note: In order to protect the integrity of your published agendas, the delete column is
removed when you publish your agenda or packet.
If you need to delete an item or line from your agenda, simply unpublish your agenda/agenda
packet and the delete column will return. You can publish and unpublish your agenda/agenda
packet as many times as needed.
EXTERNAL LINKS
ATTACH AGENDA PACKET
The primary purpose of the External Links page is to allow you to view a finalized copy of your
agenda packet. Once a packet has been generated using the Agenda Packet Collator (discussed
later in this guide), the system attaches that packet in to this section of the External Links page.
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If you would like to add headers or footers, or make any other edits to the packet in Adobe Acrobat,
you can perform the following steps: Click on the link to the PDF of your Agenda.
1. Save this PDF to your Desktop with a file name that begins “DRAFT – (meeting name-meeting
date)”.
2. Open this new file “DRAFT – (meeting name-meeting date)” in Adobe Acrobat and make your
changes, like adding footers with the page number.
3. Save this updated document by going to File Save As use the new naming convention
“FINAL - (meeting name-meeting date)”.
4. Go back into AgendaQuick, where you have the meeting you are working on in Update
Finalized Agendas, on the External Links tab.
5. Next to the link to the packets PDF, click the Remove button.
6. Click Browse, find your final packet, then double click on it, and click Save.
ATTACH CONFIDENTIAL AGENDA PACKET
Another purpose of the External Links page is to allow you to view a finalized copy of a confidential
agenda packet. Once a confidential packet has been generated using the Agenda Packet
Collator, the system attaches that packet in to this section of the External Links page. You can edit
and re-attach a confidential packet in the same manner as described above for non-confidential
packets.
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OTHER LINK
This area allows you to add either an audio or video file to the meeting. Enter a label for the file; enter
the URL of the file, and click ‘Save’.
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The file you added will appear in both View Finalized Agendas and on your website in the Other Links
area.
NOTE: If you are a Swagit client, the Other Link area will be automatically populated when they index
the meeting and push it back to your AgendaQuick site.
ADDING MINUTES TO EXTERNAL LINKS
If you are not using the Minutes Module of AgendaQuick, you can still attach minutes into the system
and have them appear in the AgendaQuick area of your website. To do this, the Minutes Module
first needs to be turned off under System Admin ~ Master Files ~ Meeting Types. (NOTE: If you are a
hosted client, Destiny Software will do this for you.)
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Turning the Minutes Module off in Meeting Types activates an addition area under the External Links
area of Update Finalized Agendas. Click the Browse button to find your minutes, give them a Link
Label (perhaps just ‘Minutes’), and click the Save button.
Once you have attached your minutes, they are automatically available in the AgendaQuick
section on your website.
VIEWING WHAT THE PUBLIC SEES FOR YOUR PUBLISHED AGENDAS AND PACKETS
You can see internally in AgendaQuick what the public will be viewing on your website once you
have published the meeting. Go to View Meetings ~ View Finalized Agendas from the left hand
menu and click on the meeting date link.
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The html version of your agenda will open and each of the items will be links that you can open
individually. In addition, the PDF packet will be at the top.
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The View Finalized Agendas page is discussed in more detail in the View Finalized Agendas section of
this guide.
USING THE NOTIFY PUBLIC BUTTON
If your AgendaQuick system is set up to use the Subscription feature, you can click the Notify Public
button when you are ready to alert people that the agenda has been published.
When you click this button, the system sends out an email to anyone who has subscribed to that
meeting type. The email contains a link to the agenda on your website.
The process for setting up people to be notified is covered under the Manage Subscriptions portion
of this guide.
The Status button at the top of Update Finalized Agendas shows you the date and time that the
public was notified.
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THE EDIT AGENDA TEXT FUNCTION AND HOW TO USE IT
The Edit Agenda Text page is a time-saving feature that allows you to edit all the agenda item
textboxes that display on your agenda at once. Only agenda caption text boxes from agenda items
can be changed here, so any agenda line item text would need to be changed directly from the
agenda through Edit New Agendas or Updated Finalized Agendas.
The number of text boxes listed on each page to edit is determined by the setting at the top of the
page, and defaults to 10 Boxes. You can increase the number of text boxes displayed for longer
agendas by using that dropdown box and selecting 20, 30 or 40 boxes. If you have more text boxes
on the agenda than you’ve chosen to display, there are a series of buttons that display at the top of
the page which allow you to navigate through the pages of your agenda.
HOW TO USE THE EDIT AGENDA TEXT FEATURE
Select Edit Agenda Text from the Agendas section of your left-hand menu. Choose the desired
meeting date from the Meeting dropdown:
All the agenda item text boxes that display on the agenda are then open and available for editing.
Each text box contains the Text Editor Toolbar to assist you with formatting the text. You can change
information in as many boxes as you wish. You will then only need to click one of the Save buttons to
save all your changes.
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The only time you cannot edit the agenda text of an agenda item from this page is if the item is in
routing. These items will show in red highlighted text, instead of in the normal text box, and will have
the current AgendaQuick Inbox the item is held in showing in brackets:
THE HOLDING BIN AND HOW TO USE IT
The Holding Bin is a repository for agenda items that have been deleted directly from an agenda. It
serves several purposes. First, it provides a holding place for agenda items that need to be deleted
from a particular agenda. Sometimes items are deleted because they didn’t complete routing and a
future meeting to move them to hasn’t been determined, and other times, items are deleted
because they aren’t useful now, but they may be needed later.
It also serves a safeguard for items that are deleted from the agenda, in case they were deleted by
accident or the situation changes and the item needs to be recovered and put back on the
agenda.
Additionally, the items in the Holding Bin can be moved to new meeting types as well as a new
meeting date. This functionality allows items to be moved between a Council meeting and a
Committee meeting, for example.
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HOW AND WHEN TO USE THE HOLDING BIN
To move an item from one meeting to another by using the Holding Bin, you would first delete the
item from the initial agenda that item is on.
This deletion must be done at the agenda level, putting a check in the delete column at the far right-
hand side of the agenda and clicking the Delete button.
Once the item has been deleted, you will go into your Holding Bin (on the left-hand menu) to retrieve
the item and move it to the correct meeting type:
Then select the meeting you want to move the item to, which can be on the same or a different
meeting type; and click the Update button:
Please note: The Holding Bin holds all items deleted from agendas until they are permanently deleted
from the Holding Bin using the delete feature shown above; at which point they are unrecoverable.
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THE AGENDA PACKET COLLATOR
The Agenda Packet Collator is used to automate the packet creation process. The collator will bring
together your agenda, agenda items and the attached documentation.
HOW TO USE THE AGENDA PACKET COLLATOR
To collate your packet, first select Agenda Packet Collator from the left-hand menu and navigate to
the month and year of your meeting:
After selecting the desired meeting, put a checkmark in the box for Create Final Agenda Packet
within AgendaQuick, and click on the Create Packet button:
You will then notice an hourglass with a red advisory message that the program is working:
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The time needed for the packet to collate depends on the size of your
Agenda and supporting documents, and may take several minutes.
Once you have collated your packet, the system attaches it into the External Links page of Update
Finalized Agendas.
CONFIDENTIAL PACKET OPTION IN THE AGENDA PACKET COLLATOR
You will only need to select Confidential Groups for your packet if you use the Confidential document
labeling process within AgendaQuick. Documents marked confidential in this way do not appear in
the main agenda packet when it is collated through the directions above. If a packet including
those confidential documents is desired, you can click on the blue hyperlink for Select Confidential
Groups and check those confidential document groups you would like added to the packet. Click
Create Packet.
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Once you have collated your confidential packet, the system attaches it into the External Links
Confidential Packets section of Update Finalized Agendas.
MANAGE SUBSCRIPTIONS
Turn on the Subscription feature for the meeting types you want to make it available for. This is done
in System Admin ~ Master Files ~ Meeting Types. Both the Include on Public Meeting Type selection
and the If yes, let public subscribe flags must be set to Yes. If you are a Hosted client, we will do this
for you.
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You can add new subscribers and manage the subscribers that have signed up via your website by
going to Manage Subscriptions.
To add a new subscriber, choose a meeting type from the Meeting Type dropdown menu. Enter the
person’s name and email address. If you want to subscribe this person to multiple meeting types,
click on your Ctrl key and then click on the meeting types you want to give them. Click Add. NOTE:
When you are adding a new subscriber, they will always to default to a status of Active.
The public can subscribe by going to the list of meetings on your website and clicking on the
Subscribe button.
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They can check the boxes that they wish to subscribe to, enter their name and email address, and
click Submit.
They will receive an email notification asking them to confirm their subscription by clicking on the
Confirm hyperlink.
Whenever a member of the public subscribes on your website, their name and email will appear in
your Manage Subscriptions pages. Initially, they will come in as Pending but once they have
confirmed their subscription, their status will change automatically to Active. To update a subscriber,
click on the link of their name, make the necessary change, and click Update.
You can customize the wording that the public will receive when they subscribe on your website. This
is done in System Admin ~ System Setup Options ~ External Pages.
MINUTES
The Minutes Module in AgendaQuick gives you the ability to add minutes to a meeting agenda. You
can use the system to create, finalize, and publish your minutes. You can add minutes to the meeting
in general, or to specific agenda items and lines. There is a roll call feature for keeping track of who
attended a meeting. There is also a place to record how people who attended the meeting voted
on specific items of the agenda and the overall result of those votes.
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CREATE NEW MINUTES
When you start a set of minutes using the Create New Minutes page, the system carries over the body
of the agenda but replaces the header and footer of the agenda using a template especially
created for the minutes. The process for creating a Minutes Header/Footer template is covered
under the Agenda Templates section of this guide.
To start a set of minutes, go to Minutes on your left hand menu and click on Create New Minutes.
Choose the desired meeting from the Meeting dropdown menu. The Header/Footer Template should
pre-fill with the correct template. (See the Agenda Templates section of this guide to associate an
agenda template with its Header/Footer template.) Click Go.
NOTE: As soon as you start a set of minutes, the date and meeting name turn red. When you access
the meeting from the dropdown any time after you initially start them, the minutes open
automatically without you having to click the Go button.
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PERFORM ROLL CALL
The first step when building your minutes is to take the roll call. To do this, click on the Roll Call button
in the top right corner.
A pop-up window opens. All of your voting members appear as you entered them in Term Tracker
(see the Term Tracker section of this guide). They will all appear as Present by default. If someone is
absent, simply un-check the box in the Present column and click Update.
Staff members appear in a separate potion of your Roll Call window. The process for setting up staff
members can be found under the System Admin ~ Master Files ~ System Codes section of this guide.
If any of the staff members did not attend the meeting, simply check the box to the far right of their
name and click Delete.
ADDING ADDITIONAL VOTERS TO ROLL CALL
If necessary, you can add additional voting officials to the Roll Call section. The only reason you may
need to do this is if you start your minutes, do quite a bit of work on them, and then realize that
perhaps another official was elected and you forgot to add them to Term Tracker. Rather than
delete your minutes and lose all the work you have done, simply add the new person to the fields at
the top of the Roll Call. (Then, remember to add them in to Term Tracker too so they show up the
next time you start a set of minutes.)
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ADDING ADDITIONAL STAFF TO ROLL CALL
Similar to the section above, if you forgot to add someone to the Staff Present area of Master Files
and don’t realize it until after you have already done quite a bit of work on your minutes (or if you
accidentally delete someone), you can add additional staff after the fact. Simply add the new
person to the fields at the top of the Staff Present section.
ADDING ADDITIONAL ATTENDEES TO ROLL CALL
Additional Attendees are people that you would like to show up in the roll call section but do not
normally attend your meetings. Type in their name and designate the order you’d like them to show
up in by entering a number in the Sort field. Click Add. The names will appear at the bottom. NOTE:
The Purpose field is an internal notes field; verbiage entered here does not show up in the roll call.
ADDING NON-VOTE RELATED MINUTES STATEMENTS
There are two ways to add minutes information to non-vote related items, depending on if you are
adding a brand new line or simply adding verbiage to an existing line. To add a new line, type a
number or letter in the Minutes Level field(s). Enter the information in the Description textbox. Check
or uncheck the Display Level and Left Justify checkboxes as needed. Click Save Agenda Item.
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To add non-vote related information to existing lines in your minutes, click on the level of the line
you’d like to add the information to. Type in the information in the Description textbox and click Save
Agenda Item.
ADDING VOTE RELATED MINUTES STATEMENTS AND DISCUSSION
To add motion, second, and votes, as well as discussion relating to these votes, click on the text
hyperlink found in the Agenda column.
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This text is a hyperlink that opens the Vote/Motion window. This window will look one of two ways
depending on the setting you chose in the Meeting Types page for Open all Minutes
boxes/Motion/Vote on initial load of minutes line?’.
If that option is set to No, only the Motion Information textbox will be open automatically and the
Minutes textbox will need to be opened separately using the Minutes hyperlink. The popup window
would look like this:
On the other hand, if the above option is set to Yes, both the Motion Information textbox and the
Minutes textbox will be open automatically. The popup window would look like this:
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To record vote results and add discussion to an agenda item or line, follow these steps:
1. Select a person for the Motion and Second options.
2. Select the Ayes, Nays, or the Other option for each person. (If Other is selected, you must
choose a reason from the drop-down menu. Anyone that you marked as absent in the roll call
will automatically be marked absent in the voting area.
3. Add text verbiage to the textboxes:
a. If you are using the setting that allows both the Motion Information and the Minutes
textboxes to be open, add the desired verbiage to both textboxes and then click on
either the Add Vote/Motion button or the Update Minutes button to capture the
changes to these two areas.
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b. If you are not using the setting that allows both the Motion Information and the Minutes
textboxes to be open, add the desired verbiage to just the Motion Information textbox
and then click on the Add Vote/Motion button. Next, click on the Minutes hyperlink to
open the Minutes textbox. Enter the desired verbiage and click the Update Minutes
button.
NOTE: If you are taking minutes on an agenda item (rather than a line item), the text for that
agenda item is found at the bottom of the popup window. You may find it helpful to copy
verbiage from that section and paste it into the textboxes.
4. Once a vote has been recorded, it will appear under the Motion Information textbox as a
hyperlink. You can click on the hyperlink if you need to edit the information and click the
Update Vote/Motion button.
5. Once information has been added to the Minutes textbox, it will appear under the Minutes
Information textbox as a hyperlink. You can click on the hyperlink if you need to edit the
information and click the Update Minutes button.
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NOTE: If needed, you can add both multiple votes and multiple discussions for each item by
repeating the above steps as many times as necessary. (To add multiple minutes textboxes, you
need to click on the Add New Box button.)
Also, if you ever need to take a motion/second without recording a vote, or record a vote without
taking a motion/second, you can use the Clear buttons at the top of the Vote Tally section.
USING THE PREVIEW BUTTON
At the top of the Vote/Motion popup window, there is a Preview button. This allows users to
periodically check what the minutes will look like for that item, without having to pdf the entire set of
minutes.
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USING THE SORT ORDER AND UPDATE FORMAT BUTTON
When motions, votes and minutes are added, they all appear under the Minutes Textbox. If needed,
you can change the order they appear in your minutes by changing the Sort sequence they are
assigned and clicking the Update Format button.
When you add minutes information, that text will automatically print on your minutes because the
Print checkbox is checked by default. In the rare instance that you want your text to be more of an
internal notes feature for yourself and not have it print, you can uncheck that Print box and click the
Update Format button.
NOTE: There are also checkboxes for bolding and underlining but these are still in development so
can be disregarded at this point.
USING THE CLEAR BUTTONS
Occasionally, you may need to add a motion and second without the vote being recorded. To do
this, take the motion and second and then click the Clear button at the top of the voting section.
Conversely, you may want a vote recorded without having to display the motion/second
information. You can do this by simply not choosing anyone in either of these two columns. However,
if you do choose someone, and then decide you don’t want that to show, you can use the Clear
button at the top of the motion/second area.
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COMPLETION OF MINUTES
After you take the motion and vote on an item and close the popup window, the background of
that line will be green. The item that you most recently opened will have a slightly different shade of
green than the ones you have done previously.
As you build your minutes document, you can check its progress by using the PDF button at the top
of the page.
When you do a pdf of your minutes from the Create New Minutes page, you will notice the word
DRAFT in red at the top. That message will disappear once you finalize your minutes.
Once your minutes are completed, you can finalize them by clicking on the Finalize button at the
bottom of the screen. Oftentimes this is not done until the draft minutes have been approved at the
next meeting. Keep in mind that once a set of minutes have been finalized, there is no way to un-
finalize it.
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Once you finalize your minutes, the system moves them out of the Create New Minutes page and
puts them in the Update Finalized Minutes page.
UPDATE FINALIZED MINUTES
The Update Finalized Minutes page is almost identical to the Create New Minutes page. You can
continue to work on the minutes, making any last minute changes, even though it has been finalized.
There are, however, two differences between the Create New Minutes and Update Finalized Minutes
pages.
One difference is that when you pdf the minutes from here, the word DRAFT no longer appears in red
at the top.
The second and most important difference is that the Update Finalized Minutes page provides you
with the ability to publish both the html version of your minutes as well as a minutes packet in PDF
version.
HOW TO PUBLISH MINUTES AND A MINUTES PACKET
When you first access Update Finalized Minutes, you will see a Publish button toward the top of the
page. This button pushes the html version of your minutes to your website.
If, however, you want to publish a PDF packet along with the html version, you will first need to
collate a packet under Minutes Packet Collator on your left hand menu. The process for creating
your packet is covered under the Minutes Packet Collator section of this guide. Once it’s created,
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there will be another button in Update Finalized Minutes. To publish your minutes and your minutes
packet, simply click on the Publish and Publish Packet buttons.
The html version of your minutes will appear on your website to the left of the agenda link for that
meeting.
To access the PDF minutes packet you created, click on the Minutes link and then click on the
Minutes Packet button at the top.
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MINUTES PACKET COLLATOR
If needed, you can use the Minutes Packet Collator page to generate digital copies of a set of
minutes, including its associated agenda items and attachments.
Here are the steps to creating a minute packet:
1. Click Minutes Packet Collator under the Manage Minutes section of the left hand menu.
2. If changing to a month other than the current month, select a Month and Year from the
corresponding drop-down menus at the top.
3. Click the date hyperlink of the meeting you want to make a packet for.
4. Check the Create Final Packet within AgendaQuick checkbox.
5. Check the options you want included in the Include section. For a non-confidential packet
such as the one you might be publishing to your website, the most common options to select
are these:
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6. Click on the Create Packet button.
7. For a confidential packet, you will choose the confidential options as well. Then, click on the
Select Confidential Groups link and select which groups to include. Give your confidential
packet a name Click on the Create Packet button.
VIEW MEETINGS
These pages allow you to view the html version of draft and finalized agendas and minutes. In
addition, there is a Copy function that is helpful for AgendaQuick users. These pages are view only; in
other words, you cannot edit agendas or minutes from these pages.
VIEW ALL AGENDAS
This page gives you access to both draft and finalized agendas. You cannot access minutes from
here like you can from the View Finalized Agendas page.
How far back in the past you make your dates viewable is controlled under System Admin ~ System
Setup ~ Agenda.
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If the agenda you are viewing is still a draft, it will reflect at the top that it is a Preliminary Agenda.
If the agenda you are viewing is finalized, it will reflect that at the top.
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The html version of your agenda will open and each of the items will be links that you can open
individually.
To view an agenda item attachment, click the hyperlink of the agenda item attachment:
HOW TO COPY AN AGENDA ITEM
Both View All Agendas and View Finalized Agendas (discussed later) have a Copy Agenda Item
feature. If you would like to copy an agenda item from a prior meeting to either submit in whole to
another agenda, or to have a starting point to work from on a new item you are creating, click on
the hyperlink of the item.
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Then, to copy the agenda item, click on the Copy button. The label of this button will be customized
to whatever you call your agenda items. In the example below it is Copy Request for Council Action.
Specify the options you want. The options that an Admin level person will have will be greater than
those that a User level person will have. Both sets of options are listed below:
User Options:
1. Copy to Meeting: Choose the meeting date the new item is intended for from the Copy to
Meeting dropdown.
2. Include Attachments: Decide if you want to include the original item’s attachments on the
new item.
3. Include Fiscal Impact: This feature only applies if you are copying items using a template that
is using the Fiscal Impact button. You can copy the original fiscal information over to your new
item or create your own.
4. Retain Department and Submit By: If you are copying someone else’s item, you will most likely
want to leave this set to No. That way, the new item will be from you instead of from the
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original person who created the item. On your system, the Submit By may be called
something else (Prepared by, for example)
5. Retain Submitted For: On your system, the Submitted For may be called something else
(Prepared By or Recommended By, for example)This feature allows you to choose to either
maintain the original person chosen or choose someone new once the item is copied.
6. Once all the options are set, click on the Copy button.
The new item opens in My Agenda Items, where you can finish working on it and submit it to the
desired agenda.
Admin Options:
In addition to the User options already mentioned, Admin level has six additional options, as
highlighted below:
1. Copy Status:
Finalized- If you choose this option, the copied version will go directly on to the selected
meeting as a finalized item. This is the most common selection.
Unsubmitted- If you choose this option, your copied version will not appear automatically on
the selected meeting. Instead, it will open in My Agenda Items and you will need to submit it in
order to get it on the selected meeting.
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2. Retain Level Numbering: Selecting Yes to this option will assign the copied version on the
selected meeting the exact same level designation as the original item has. This is generally
not recommended because you may already have an item with that same level designation
on the new meeting date. Our recommendation is to leave it set to No.
3. Agenda Item #: This refers to the number that the system assigns to the agenda item as soon
as it is created.
Generate New Number- If you choose this option, the new item will have a number that is
completely different from the original item’s number.
Retain Original Number- If you choose this option, the new item will have the same number as
the original, but it will include a slash and a 1 after it. For example, if the original item’s number
was 345, the new item’s number would be 345/1. If you then copied it a second time, the new
item’s number would be 345/2, etc.
4. Copy Original History: This flag refers to the routing history that the original item has. The History
button is located in the top right corner of an agenda item form. If you are copying the item
as Finalized, it is most likely that you will set the Copy Original History flag to Yes, thereby
retaining the history of the routing that item took on to the new item. Conversely, if you are
copying the item as Unsubmitted, it is most likely that you want the new item to generate its
own routing history and you would therefore choose No to this flag.
7. Copy Admin Only Textbox: This flag refers to a feature on the agenda item form that may or
may not be in use on your system. If you are using it, it is possible that you are calling it
something different than Admin Only (like Clerk’s Use Only or something similar). This is the
textbox that is not available to users when they submit an item. It is only available to the
Admins when they open the item from Edit New Agendas or Update Finalized Agendas and it
is the text that shows on the agenda. If you are not using it, you can ignore this flag. If you are
using it, you can choose Yes if you want the new item to have the same agenda text as the
original item. If you choose No, the Admin Only box will be blank on the new item and you will
need to fill it in.
8. Copy to Minutes:
Choosing Yes to this option places an additional copy of the item on minutes as well as on the
chosen agenda. This feature is almost always set to No.
VIEW FINALIZED AGENDAS
You can see internally in AgendaQuick what the public will be viewing on your website once you
have published the meeting. Go to View Meetings ~ View Finalized Agendas from the left hand
menu and click on the meeting date link.
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The html version of your agenda will open and each of the items will be links that you can open
individually. In addition, the PDF packet will be able at the top.
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**Remember that you can copy agenda items from the View Finalized Agendas page in the same
manner that you can copy them from the View All Agendas page as mentioned in that section of
this guide.
VIEWING MINUTES IN VIEW FINALIZED AGENDAS
There are two ways that minutes can show up in the View Finalized Agendas page. If you are not
using the AgendaQuick Minutes Module, you can attach a set of minutes under External Links in
Update Finalized Agendas. If you are using the Minutes Module, your minutes will show up as soon as
you finalize them on the Create New Minutes page. Either way, they will look like this:
However, clicking on the Minutes link will have two different results depending how the minutes were
created. If you attached the minutes in External Links, clicking on the Minutes link will open up a
document (probably a PDF). If you created the minutes in AgendaQuick, clicking on the link will
open the html version of the minutes, including hyperlinks into the individual items.
USING THE SEARCHING TOOLS
The search engine found on the View Finalized Agendas page allows searching through the agenda
items and attachments of your agendas. Based on the directory the document is found in, you can
quickly determine which meeting agenda item to review. NOTE: If you can’t find an item you are
looking for, try expanding the date searching parameters by a month or two.
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The yellow area is for searching through the text and titles of agenda items and minutes. Choose
whether you want to search though Agendas or Minutes, the date parameters you want, enter a
keyword or phrase, and click Go.
The results of the search will be hyperlinks into the items, with the keyword or phrase showing in red.
The green area is for searching through the text of any attachments that have been added to
agenda items. Just like above, choose whether you want to search though agendas or minutes, the
date parameters you want, enter a keyword or phrase, and click Go.
The results of the search will be a sample of the text of the attachment that includes the keyword or
phrase, as well as a hyperlink into the whole supporting document and the agenda item that
includes that attachment.
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VIEW ALL MINUTES
This page gives you access to both draft and finalized sets of minutes, including hyperlinks in to
individual items.
**Remember that you can copy agenda items from the View All Minutes page in the same manner
that you can copy them from the View All Agendas and View Finalized Agendas pages as
mentioned in those sections of this guide.
GENERATE REPORTS
AGENDA ITEM REPORT
The Agenda Item Report is the most commonly used tool under the Generate Reports heading, and
usually the only one given to User level people. This page allows you to search through all of the
agenda item forms, whether un-submitted, in routing or approved, in AgendaQuick. It is meant as a
quick way to locate a form in the system without having to search through each agenda.
To access this page, click on Agenda Item Report under the Generate Reports section.
In a general sense, simply choose the parameters you want and click on the Go button at the
bottom of the page.
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The results you get will depend on how many parameters you chose to narrow your search. Click on
the Form # to open any item you want to view.
The Display column allows you to decide which of the choices will be included in the report results.
HOW TO USE THE FILTERS SECTION
The Filter options at the top of the page allow you to narrow down your search.
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There are some important things to note regarding some of these filters.
1. Submitted For: If you are using this dropdown on your agenda item template (and remember
that the label for the dropdown may be called something else on your system), the only
people who will show here are people who have been set in User Security to Include in their
Dept Submit For List.
2. Department/Division: As Admin, you can always search for items from any department or
division. It is different for User level people, however. Whether they can search for items outside
their own department is dependent on whether they have been given the ability to either
originate for other departments on their security page:
OR
they can be assigned an Application Access of All on their security page:
3. Agenda Category/sub-category: If you want to search for items in a specific category or sub-
category, you must first choose a meeting type.
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FILTERING BY DATE OR BY FORM NUMBERS
When you first access the Agenda Item Report, it defaults to the current month and year for both the
starting and ending date for your search.
You can either choose to run a report based on a date range:
OR
you can leave the dates alone and run your report by using a From Form # range instead:
You would never use both. If you adjust the date range and the form range, the system results will be
based solely on the form range and will ignore the date range.
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SEARCHING USING KEYWORDS
The Search Title and Text Boxes field allows you to enter a keyword or short phrase to further narrow
your search. In the following example, the phrase entered is ‘contracted design firm’:
Once you get the results of your search, click on the Form # of any item you want to view.
Although the keyword or phrase won’t be automatically hi-lighted, you can use Ctrl F on your
keyboard to find the text within the item.
SEARCHING ATTACHMENT TYPES
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What appears in this dropdown is entered in System Admin ~ Master Files ~ System Codes, under the
Agenda portion of the Application.
Searching by attachment types will only give results if users have been selecting the Document Type
when adding attachments to agenda items.
INCLUDING USER DEFINED FIELDS IN YOUR REPORT
If you are using User Defined fields in your agenda item template and want to include them in your
report filters, you must set them up correctly under the template settings. To do this, go to the
agenda item template and click on User Defined. Select Yes to the Report Filter and Report Display
options. Click on the Update button at the top of that field.
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To include these fields in your report, choose a meeting type and then choose a template. You can
then either include all the fields, or just select which ones you want.
USING THE DISPLAY # OF LINES
This allows you to limit the number of results that are displayed on each page of the report results. For
example, in the report below, the number of lines displayed was four. A series of buttons allows you to
navigate through the different pages of your report.
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CREATING AN EXCEL FILE
If you wish, you can have the system create a copy of your report in Excel by simply checking the
box before clicking Go.
Once you get the report results, there is an option for downloading the csv file and opening it in
Excel.
FILE CABINET
The File Cabinet is a very similar tool to the Agenda Item Report. The primary difference is that it allows
you to search for full agendas, minutes, and tasks, instead of just specific agenda items. (If you are a
Public Records User, you can also search for those there as well.) The other difference is that even if
you are searching for specific agenda item, you don’t have the ability to add User Defined filters like
you do in the Agenda Item Report. Otherwise, the File Cabinet works the same as the Agenda Item
Report and you can refer to that section of this guide for detailed instructions.
USERS AND COMMUNICATION
This page pulls its data from the User Security setup and serves two purposes. First, it allows you to use
the dropdowns at the top to filter the lists of users.
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The second purpose is that it is a way to communicate with those users. For example, if an upgrade is
scheduled to your AgendaQuick system and you need users to stay off the system for a period of
time, first click on the Select All button to include everyone in the notification. Then type your
message into the textbox and click Send.
You can click on Sent Email Log to view emails you have recently sent.
When emailing users, you can choose to set the From email to be from your own personal email
address (which is the default) or you can change it to be the more generic system email address. This
generic address is the same address that is the From address when people get notified of items in
their inboxes. It is entered under System Admin, System Setup Options, General.
There is also a feature that you can use to send attachments along with the email. Simply click on the
Browse button, find the file to attach, and click Add.
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SYSTEM ADMIN
The System Admin portion of AgendaQuick contains all the initial setup areas, such as: templates,
users, dropdown menus, and workflows. During the initial Admin training and setup, you will spend a
lot of time here but once it is done, you will rarely need to revisit the System Admin section.
SECURITY SETUP
GROUP SECURITY
Security Groups are a fast way to assign the same application permissions to multiple users. Changes
made to a security group immediately affect all users associated with that group.
Your AgendaQuick program came installed with 4 basic groups; Program Administration, Meeting
Manager, Note Taker, and Users. Oftentimes these 4 groups are enough to encompass all the
people you create in the User Security page. However, there are two potential reasons that you
may need additional security groups. The most common is that you want to give certain people
access to certain menu items that you don’t want to give to others. The other reason is to be able to
limit agenda item templates to be seen by only certain people. If you need to create additional
groups, follow these steps:
1. Type an ID in the NEW Group ID field.
2. Type a description of the group in the Description field.
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3. Click Insert to add the group. The new group appears in the group list.
NOTE: To set menu permissions for your new group, see Menu Security, and to assign users to your
new group, see User Security.
To update an existing Security Group
1. Click on the Group ID hyperlink of the group you want to change.
2. Change the Description field. NOTE: You cannot change the ID.
3. Click Update.
USER SECURITY
When setting up AgendaQuick, you’ll need to enter User Security records for all individuals that will
need to log into the program. In order to submit or review and approve items, an individual would
need to log into the system. Once on the User Security tab, you will be able to add new records and
update existing records.
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To begin, let’s review each field under User Security:
Red asterisks (*) denote required fields, and are highlighted here along with
the meeting type advisory message at the bottom.
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1. Username – This field holds the Username for the record, along with the associated
Password information (although the password is not visible, for security purposes).
Individuals who are logging into the system will need both in order to log in. Oftentimes, our
clients find it easier for their users if they use the same Username format in AgendaQuick
that is used throughout their workplace.
2. Employee – These fields hold the employee’s first and last name. If you need to enter a
middle name, you’ll want to enter it after the first name in the box for first name.
3. Title – This field is used to hold the user’s title or position information.
4. Department – This dropdown should be set for the Department the user works in. This
department information is important for Routing.
5. Division – This dropdown is a continuation of the Department dropdown above. In this
dropdown for Division, you see the Divisions associated to that Department, and should be
set to where the user works, if applicable. This division information is important for Routing.
6. Default Inbox – This field shows which AgendaQuick Inbox the user will see when they log
into AgendaQuick and click on the AgendaQuick Inbox on the left-hand menu. Most
commonly the Default Inbox is set by department name or title for Approvers in Routing,
and by individual name for users who primarily submit agenda items. For example, if Violet
Walker is the Public Works Director her Default Inbox would be called Public Works Director.
Whereas, if Violet is an Administrative Assistant to the “Public Works Director” who submits
items for Public Works for her busy boss, her Default Inbox would be called “Violet Walker”.
This is done to make transitions for those Approver positions easier. Using our example
where Violet is the Public Works Director, if she were to leave the organization, her
replacement, let’s say Kristine Wright, could then be assigned the Public Works Director
AgendaQuick Inbox (by searching for it in the drop down list that appears here as text is
entered, showing all inboxes currently set up within AgendaQuick) as her default when she
takes over the position and this is seamless to the rest of your users. Whereas, if the mailbox
had Violet’s name on it, more action would be needed to get things set up for Kristine
when she takes over. It is completely at the discretion of our clients what naming
convention they use.
7. Email – This field holds the user’s workplace email address where they would like to receive
AgendaQuick notifications. These notifications are primarily used in Routing to advise users
when an agenda item is awaiting action by them in their AgendaQuick Inbox.
8. Phone – This field contains the user’s phone number.
9. Editor Toolbar – This drop down holds the Text Editor Toolbar assigned to the user, which
determines which buttons/options are available to the user when modifying text in the Text
Editor. Normally, AgendaQuick Administrators will have this set to Admin, whereas users will
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have this set to Default.
10. Editor – This drop down shows the Text Editor assigned to the user’s profile. This Text Editor
should match the user’s primary browser.
11. Submit For options – This section allows you to control if a user shows in the drop down list
within an Agenda Item under Submit For, and can be set so that the user shows to
everyone in your organization, or just to other user’s within their department. Or, not at all,
through the Not in Submit Form List option. As a radio set, only one of these options can be
selected for each user.
12. Include In Review List – This checkbox denotes whether a user is available in Review
Routing. Review Routing is sometimes used in addition to the linear Approval Routing
process. This flag only places users in the Review List when the Review Routing feature is
turned on through Master Files Meeting Types.
13. Origination options – This section allows you to control if a user can change their
Department (or Division) when they are submitting an item. This selection has two impacts
on the user’s experience in AgendaQuick. First your department and division impact
Approval Routing. If a user submits items for two different departments (or divisions), and
you have Department Head in your Approval Routing Map, they’ll need to change their
department so the correct Department Head is shown in the Approval Routing. Secondly,
when using the Agenda Item Report, they will only be able to search for Agenda Items
created by their assigned department, unless they have the ability to Originate for Other
Departments.
14. Manage Dep/Div. Inboxes – This checkbox allows a user to log into inboxes within their
Department/Division, other than their Default Inbox, without entering the Inbox’s password.
It is sometimes given to Department Heads so they can go into their subordinate’s inboxes
without needing their passwords. This feature is used on Non-Admins only (if selected on an
AgendaQuick Admin’s profile, it will stop them from going into AgendaQuick Inboxes)
15. Can Always View Comments – Normally, in AgendaQuick only users who are in the routing
for an Agenda Item can see the Internal Comments on that item. They do so by viewing
the item in their AgendaQuick Inbox, and selecting the Internal Comments tab. By having
a check in this box, the user can view Internal Comments on all items, and can do so from
My Agenda Items.
16. Can Skip Required Fields – This feature allows users to ignore the Required Fields denoted
by red asterisks (*) when submitting an agenda item.
17. Has access to Recall Feature – This checkbox enables the Recall feature on a user’s profile.
This feature allows an originator of an agenda item (the individual logged into
AgendaQuick who submits the item), to recall the item after they have submitted it. It will
then be removed from the approver’s inbox that it is in, and the approver will receive a
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system generated email letting them know that the item has been recalled by the
originator. It will now be in the originator’s inbox.
18. Has access to use the Pending Flag – This flag allows users to denote an item is pending
either additional work or documentation, for communication with the Agenda
Administrator. When the Pending Flag is selected within an agenda item, it changes the
background of that item on the agenda when viewed through Edit New Agendas and
Update Finalized Agendas to be a plum color. This is a cosmetic change only, and doesn’t
have an impact on Routing.
19. Gets Special Approve Button – This feature allows a user to approve an Agenda Item from
the Information tab instead of going to the Routing tab. As most clients want their
approvers looking at the Routing tab prior to approval (so they know where they item will
go next and to have access to the Send Back feature), this feature is rarely used.
20. Meeting Type Permission – Here you’ll see a list of all Meeting Types that have been
entered into Master Files Meeting Types. In order for a user to see meetings associated
with a particular Meeting Type, they’ll need a checkbox to the left of the meeting’s name.
A user can have all, one, or just some of the meetings checked; and they should have
checks next to any meeting that they would need to submit, review, or approve items for.
21. Manager/Mtg. Mgr. – This box is checked to set a user as a limited Admin, for a particular
Meeting Type. This allows them, with the MTGMGR User Group, to establish meeting dates;
create, modify, and publish meetings; as well as create minutes for those meetings. Often
time smaller boards and committees, like Administrative Services Committees, have
agendas that are entirely managed by someone other than the AgendaQuick
Administrator. Users with this flag cannot reach the System Admin functions, nor do they
normally have access to Templates. This can be changed if desired.
22. Variable Routing Options – This radio set controls the Variable Routing options available to
the user within an agenda item. Most commonly it is set to All, so that a user can send
agenda items to any user in Variable Routing for that Agenda Item Template type.
However, by selecting Dept., Div., or None, you can limit the inboxes available to send the
agenda item to.
23. Application Access – This section of the User Security profile controls which programs in the
AgendaQuick Suite a user has access to, and what level of access they have within those
programs. Any user who will be submitting, reviewing, or approving agenda items will need
a check next to Agenda. If that user should also be an AgendaQuick Administrator, they
would also need a check under Admin. Finally, the All, Dept., Div. and User radio set shows
their general level of access to view agenda items in My Agenda Items, and as a radio set,
can only have one selected. If User is selected, the user who is logged in would only see
their own items, where as if Dept. is chosen, under My Agenda Items they would see items
created by anyone within their Department. This is often helpful, so that users do not
duplicate work. Selecting All allows the user to see all agenda items, regardless of the
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group that created them. This setting is useful for users who need to see all items that are in
the works.
Separately, if you’d like to give access to use Task Tracker, or other AgendaQuick Suite
modules, like FormTraxx and PRR, you’d activate that access by checking the associated
application box. Please note, that programs listed here are only active if they are installed
on your account. The exception is Task Tracker, as this module is included with
AgendaQuick for our clients.
24. User Group – User Groups are created to control the options that show on the left-hand
menu when a user logs into AgendaQuick. These are highly customizable, but generally
the USER has menu functions related to submitting and reviewing an item, whereas, ADMIN
has all menu options, including System Admin. In User Security, User Groups are created
through the Group Security tab, and menu options are assigned to the group through the
Menu Security tab.
25. Confidentiality – This section of the User Profile allows users to be granted access to
Confidential Groups. These Confidential Groups are used to lock down attachments, so
that only users who are granted access can view them. Please note, the user who
attaches a confidential document can always view that document, whether or not they
have access to the Confidential Group it is assigned to. If you see “None Defined” under
Confidentiality, it is due to Confidential Groups not be set-up for use in AgendaQuick under
System Admin Master Files System Codes Agenda Confidentiality Groups.
ADDING USERS TO USER SECURITY
To create a new User Security profile, set the Username dropdown to New and fill in all fields on the
profile, and click the Insert button. Please note, red asterisks (*) denote Required Fields that must be
updated before you can successfully create a user profile with the Insert button.
Please use the information above to determine what permission levels to associate to the new profile.
UPDATING USERS IN USER SECURITY
To update an existing user, you must first bring up their User Profile. Next to Username, click on the
drop down arrow, and select the Username for the individual you would like to view or modify:
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That user’s profile information will then populate your page:
From here you can make any desired changes, and click the Update button at the top or bottom of
the page to save those changes.
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You may also notice a blue hyperlink to the left of the Default Inbox that only exists on a user’s profile
if they have an AgendaQuick Inbox associated to their profile through the Default Inbox. If you click
on this Update link it will take you to the System Admin Routing & Inboxes Inboxes Update
Inbox screen for that inbox. Here you can change the Inbox Type and other settings.
DELETING USERS IN USER SECURITY
If an employee leaves the workplace, you will want to disable their access to AgendaQuick. To do
this, you must first bring up their user profile. Next to Username, click on the drop down arrow, and
select the Username for the individual you would like to delete. Then click the Delete button in the
top left:
NOTE: This will only delete their access to the AgendaQuick system; it will not delete the Default Inbox
their profile was associated to. Inboxes are managed under System Admin Routing & Inboxes
Inboxes. This design allows you to easily remove system access, while preserving pending work within
that inbox, which can then be assigned to a new/different employee. If you experience any issues
with deleting an inbox, see the Routing & Inboxes section of this guide for trouble-shooting the
deletion of inboxes.
MENU SECURITY
Menu Security provides a way to assign levels of security to different areas of AgendaQuick. It does
this by limiting access to which links in the left menu are available to specific user groups.
NOTE: If there are no groups in the Available Groups list, then you must add new groups first. See the
Group Security section.
GENERAL RULES FOR SETTING UP MENU SECURITY:
• Menu links not assigned to at least one group will be accessible to all users.
• Users assigned to a group will be able to see all menu links associated with the group.
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• Users can belong to multiple groups that have overlapping access to the same pages.
TO SET UP A NEW MENU LEVEL ASSOCIATION
1. Select a level from the Level 1 drop-down menu. The Level 2 drop-down menu populates if
there are any menu links below it.
2. Select a level from the Level 2 drop-down menu.
3. Add group associations to a menu level by selecting the groups you want to add from the
Available Groups list. To select more than one group from the list, hold down the CTRL(for PC)
or CMD(for Mac) and click each group you want to select. Click Insert.
TO ADD A GROUP TO AN EXISTING MENU LEVEL
1. Click the hyperlink in the Level 1 column, from the list below, of the association you want to
change. The information relating to that association appears.
2. Select the groups you want to add from the Available Groups list. To select more than one
group from the list, hold down the CTRL(for PC) or CMD(for Mac) and click each group you
want to select.
3. Click Select .
4. Click Update to save your changes.
TO REMOVE A GROUP FROM AN EXISTING MENU LEVEL
1. Click the hyperlink in the Level 1 column, from the list below, of the association you want to
change. The information relating to that association appears.
2. Select the groups you want to remove from the Selected Groups list. To select more than one
group from the list, hold down the CTRL(for PC) or CMD(for Mac) and click each group you
want to select.
3. Click Remove.
4. Click Update to save your changes.
MASTER FILES
Use the Master Files page to add or change information about departments, meeting types, agenda
categories, email information, and system codes in AgendaQuick.
DEPARTMENTS
Use the Departments section to manage department and division information. The information
entered in this section is used on pages such as Create New Agenda Items and User Security.
TO CREATE A NEW DEPARTMENT
1. Type a unique code into the Code field (no special characters or spaces).
2. Type a name for the department in the Description field.
3. Click Add. The new department appears in the department list.
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NOTE: If the code is already taken, then the existing department is displayed along with an error
message giving the reason.
NOTE (Optional) The More Info field can be used for internal notes. It does not print anywhere or
affect any part of the system.
TO CHANGE A DEPARTMENT’S INFORMATION
1. Click the Code hyperlink of the department you want to change. The department’s
information displays in the data entry fields.
2. Change the Description and click Update.
NOTE: You cannot change an existing Code, only the Description. If you want to use a
different code, you must delete the department and recreate it.
REMOVING DEPARTMENTS
To remove departments, you have two options. You can inactivate a record or delete it. Inactivating
a record leaves it in the system for historical use (after you have begun using AgendaQuick, you
would choose to inactivate records, so that your historical records are not impacted). Alternately,
deleting a record removes it from the system entirely.
How to Inactivate a Record
To inactivate a record, check the box on the far right of the screen and click the Inactive button.
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You will notice there are two Inactive buttons (one at the top, one at the bottom); this is solely for
convenience when your list of departments is long. You only need to hit the Inactive button once. If
you would like to undo/re-activate the record, simply remove the check in the box and click the
Inactive button again.
How to Delete a Record
To delete a record, click on the blue hyperlink under Code for that record to bring it to the top of the
screen (the same way you do to update a record), and click the Delete button.
TO ADD DIVISIONS TO A DEPARTMENT
1. Click on the department Code hyperlink.
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2. Click on the Add/Edit Division button.
NOTE: The processes for changing, inactivating, and deleting divisions are the same as those
mentioned above for departments.
Once you are finished adding divisions, you can click on the Return to Department Setup link to
get back to the department list.
You can then view the divisions that you have added by clicking on the Show Division link.
MEETING TYPES
Use the Meeting Types section to manage the different meeting types the system uses and control
what options are available for each. Keep in mind that if you are a Hosted client, you will not have
access to this page and Destiny Software will create and edit any meeting types you choose to use.
TO ADD A NEW MEETING TYPE
1. Type a code to represent the meeting type in the Meeting Type Code field. You can fit up to
16 characters in this code field, but the codes you use will most likely be only 3 or 4 characters.
2. Type the name of the meeting type in the Description field.
3. Type a code for the label you give to agenda items in the Agenda Item Label Code field. This
is limited to 3 characters and appears before the agenda item number. For example, if
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choose to call your agenda item a Staff Report, your code would be SR and would appear as
such on the Edit New Agendas page.
This code also appears when accessing a form from the AgendaQuick Inbox.
4. Type the name of the label you give to agenda items in the Agenda Item Label Description
field. This appears several places in the system. For example, it shows up when someone is
creating a new item.
It also shows up when someone is using the Copy feature.
5. OPTIONAL: Enter a Level Descriptor
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This Level Descriptor shows up in the top right hand corner of the printed version of an agenda item,
right before the level of that item.
Before clicking the Add button in the top right corner of the page to add your new meeting type, use
the Options to customize your meeting type.
1. Use External Email Routing? – If you want to enable the option to send the agenda item and
attachments in an email from the Create New Agenda Item page, select Yes, otherwise select
No. If you select Yes, a button called Email Info will show on the Routing page of an agenda
item.
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To use this email function, click on the Email Info button and check the boxes of the people
you want to send the item to. If the item you are sending has any confidential attachments,
you can choose to include these by checking the Include Confidential Documents checkbox.
You can then customize the Email Subject and Message that the recipient will receive and
then click Send.
The recipient(s) will receive the email with a pdf of the agenda item attached. Any
supporting documents that were included with the item will be attached as well.
NOTE: To set up email addresses for use with this option, see the Email Setup section of this
chapter.
2. Use Alter Routing?
If you want to enable the option to be able to change the workflow of an item while it is in
routing from the Edit New Agendas or Update Finalized Agendas page, select Yes, otherwise
select No. You can find instructions how to use the Alter Route Map feature under the Edit
New Agendas portion of this guide.
3. Use Send Back?
If you want to enable inbox owners to use the Send Back button to send an item back to a
previous stop in the workflow, select Yes, otherwise select No. If you enable this feature, the
Send Back button appears under the Routing page of an agenda item.
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For more detailed instructions how to use the Send Back feature, see the AgendQuick Inbox
portion of this guide.
4. Use Review Routing?
If you want to enable originators and approvers of agenda items to use the Request Review
button to send the item in a read-only version to multiple reviewers, select Yes, otherwise
select No. If you enable this feature, the Request Review button appears under the Routing
page of an agenda item.
For more detailed instructions on how to use the Review Routing feature, see the Using the
Request Review portion of this guide.
5. Use Minutes Module
If you want to be able to create meeting minutes in AgendaQuick, select Yes, otherwise
select No. If you enable this feature, you will use the Minutes pages on your left-hand menu to
create the minutes. For more detailed instructions on how to use the Minutes feature, see the
Minutes portion of this guide.
If you select No, you can still attach the minutes you create outside of AgendaQuick back in
to the system by going to Update Finalized Agendas, clicking on External Links, and attaching
your minutes to the yellow Minutes section.
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6. Open all Minutes boxes/Motion/Vote on initial load of minutes line?
If this option is set to No, only the Motion Information textbox will be open automatically and
the Minutes textbox will need to be opened separately using the Minutes hyperlink. The popup
window would look like this:
On the other hand, if the above option is set to Yes, both the Motion Information textbox and
the Minutes textbox will be open automatically. The popup window would look like this:
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7. Include on Public Meeting Type Selection?
If you want this meeting to be included in the drop-down menu on the View Meetings page
on your public website, select Yes, otherwise select No. If you select No, you will not have a
Publish Agenda button available in Update Finalized Agendas.
8. If yes, let public subscribe?
If you have selected Yes to the above option regarding publishing this meeting type to your
website, you can also enable this subscription feature. If this flag is set to Yes, this meeting
type will be available under Manage Subscriptions on the left hand menu.
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9. Always apply Meeting Type security
If you want users who do not have this meeting type permission checked in their User Security
setup to be prohibited from viewing its agendas, select Yes, otherwise select No.
10. Display AI text on Agenda Layout
This flag allows you to determine which portion of your agenda items (their titles, textboxes, or
both) will show up on the working page of Edit New Agendas and Update Finalized Agendas.
Here are some examples:
If the flag is set to Title it would look something like this
If the flag is set to Textbox it would look something like this
If the flag is set to Both it would look something like this
11. Copy lines on Agenda Layout: This feature is not currently in use
12. Associate meetings on copy: This feature is not currently in use
13. External Video: This feature is not currently in use
Defaults: Set the desired defaults for your meeting type under the Defaults section.
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1. AI Time Limit - This controls how long a text box is locked when approving or editing before the
system releases it and makes it available for further updates. The default is 60 minutes.
If someone tries to access a textbox that someone else has open, they will get this message:
Occasionally, you may encounter this message and you know that the person is not in the
textbox. This is caused by the person not closing the textbox correctly. In order to avoid this
message, the person must use either the Save Text Box button or the Cancel Edit button. If you
can’t get a hold of the person to have them close the textbox correctly, you can change the
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lockout time by changing the AI Time Limit to 1 minute. After that minute has passed, you can
then open the textbox. Once you are done, it is important to set the default back to 60 minutes.
2. Enforce a Hard Cutoff? - If an agenda item has been started but not yet submitted when the
cutoff date for the meeting agenda passes and you want to require that the agenda item be re-
assigned to another future meeting, select Yes, otherwise select No. If users have missed the
submission deadline, they will get a message instructing them to change their meeting date prior
to submission (and there will be no Submit button on their item).
3. Finalize All AI’s?- If you want to force all agenda items still in routing to be finalized when the
agenda they’re on is finalized select Yes, otherwise select No.
4. Should Hard Cutoff affect the Inbox? - If an agenda item is in routing when the cutoff date passes,
and you want the owner of the inbox to push the item to a future meeting in order to change it,
select Yes. Otherwise select No.
NOTE: If the inbox owner just wants to approve the item and not make changes to it, they don’t
have to change the meeting date.
5. If cutoff date has past, should the system prevent meeting date changes from the Inbox?-
If this is set to Yes and an agenda item is in routing when the cutoff date/time passes, the owner
of the inbox where that agenda item sits will not be allowed to change the meeting date.
6. In the Misc. Date 1 Label? and the Misc. Date 2 Label? fields, enter labels for any additional
dates that will appear at the top of an agenda item submission form. For example, if you enter
something like ‘Attorney Review Deadline’ and ‘Finance Review Deadline’ in the Meeting
Types page, you will see those same labels on the Establish Meeting Dates page.
If dates are entered there, it would look something like this on the creation of a new agenda
item:
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NOTE: These deadline dates do not have any functionality behind them like the Cut-off Date
does. They are just reminders for the users to get their items submitted in a timely manner.
7. Optional message textbox:
This allows you to enter a message that will appear on the meeting type/date selection page
in Create New Agenda Item. For example:
8. Automatic Reminder feature:
This feature sends out automatic reminders to inbox owners that they have an item waiting for
their approval. It must be turned on by Destiny Software in order to work.
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a. You can change the number of days that the system will allow an item to stay in an
inbox before the reminder is sent in the Send After 5 Days field.
b. You can customize what you want the message to say in the Email Message textbox.
c. You can determine if you want the Originator and/or the Department Head to be
notified as well.
d. You can specify an email address to receive notification when reminders are set out in
the Send Summary Report To This Email Address field.
Archive Setup: This section is used only by Destiny Software.
PDF Headers/Footers: This is section is no longer in use. Headers and footers are entered in the
Agenda Template Options instead.
Once the Options and Defaults have been chosen, you are now ready to add your meeting type
into the system by clicking the Add button in the top right corner of the screen.
SORTING THE LIST OF MEETING TYPES
• Click the heading hyperlink of the column you want to sort the list of meeting types by.
CHANGING A MEETING TYPE
1. Click the Code hyperlink of the meeting type you want to change. The information displays in
the data entry fields.
2. Change the option(s) or information.
3. Click Update. The updated information appears in the list at the bottom of the screen.
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NOTE: You cannot change an existing code, only the description. If you want to use a different
code, you must delete the meeting type and re-create it.
DELETING A MEETING TYPE
1. Click the Code hyperlink of the meeting type you want to delete. The information displays in the
data entry fields.
2. Click Delete. The meeting type is removed from the list below.
NOTE You cannot delete a meeting type that has been assigned to an agenda template or has had
categories assigned to it. You can still inactivate it.
INACTIVATING/REACTIVATING A MEETING TYPE
To inactivate a meeting type, check the box to the far right of the meeting type and click the
Inactive button
To reactivate a meeting type, uncheck the box to the far right of the meeting type and click the
Inactive.
CATEGORIES
The purpose of the Categories section is to add options for users to choose from when they submit an
agenda item to an agenda. They appear on the agenda item in a dropdown list, as shown here:
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These categories are associated with line item headings on the agenda templates. The process for
associating categories and subcategories with line items on your agenda templates is covered in the
Agenda Template section of this guide.
ADDING A NEW CATEGORY
1. Choose a Meeting Type from the drop-down menu.
2. Enter a Code and a description in the Agenda Category field.
3. The Vote Parent field applies only if your AgendaQuick is integrated with the VoteLynx voting
system. If you are, enter a Y or N depending on whether you want the category to show up
for agenda item originators.
4. If needed, you can assign that category a Routing Map, but this feature is not used very often.
Keep in mind that if you do assign it a route map, that map will override any department or
agenda item template route maps you have.
5. Click Add.
ADDING A SUB-CATEGORY TO A CATEGORY
1. Click on the category Code hyperlink.
2. Click Sub-categories and enter the code in the Sub-category field and enter the sub-
category name in the Description field.
3. Click Add and then click Return to Category Setup.
COPYING CATEGORIES
If you have multiple meeting types that will need the same categories, you can set all the categories
up for just one of the meeting types and then copy those categories to other meeting types.
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1. Choose the meeting type that you’ve already created categories for from the Meeting Type
dropdown.
2. Choose the meeting type you want to copy to from the To dropdown.
3. Click Copy.
EXTERNAL EMAIL
Use the Email Setup for External Notification section to add the email addresses of people that need
to review agenda items but will not be given access to AgendaQuick.
Clients who use this tool will see an Email Info button on the Routing page of an agenda item.
To use this email function, click on the Email Info button and check the boxes of the people you want
to send the item to. If the item you are sending has any confidential attachments, you can choose to
include these by checking the Include Confidential Documents checkbox. You can then customize
the Email Subject and Message that the recipient will receive and click Send.
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The recipient(s) will receive the email with a pdf of the agenda item attached. Any supporting
documents that were included with the item will be attached as well.
NOTE: You must enable the option Use External Email Routing on the Meeting Types page to have the
meeting type appear on this page.
ADDING AN EMAIL ADDRESS
1. Select a Meeting Type.
2. Type a name into the Person’s Name field.
3. Type the person’s email address in the Email Address field.
4. Click Add. The new email address appears in the list.
CHANGING AN EMAIL ADDRESS
1. Select a Meeting Type.
2. Click the name of the person whose email address you want to change. The information
displays in the data entry fields.
3. Change the information.
4. Click Update. The updated information appears in the list below.
DELETING AN EMAIL ADDRESS
1. Select the check box(es) next to the email address(es) you want to delete.
2. Click Delete to confirm your selection.
SYSTEM CODES
Use the System Codes section to add or change values associated with specific drop-down menus in
AgendaQuick. It also controls other features of the program which will not be covered in this manual.
If you think you need to change something not covered here, please contact Destiny Software.
To view the code values associated with a form:
Select an application from the Application drop-down menu. The most commonly used one is
Agenda.
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To add any new codes to the System Codes area, the process will always be the same. Simply enter
a Code (no spaces or special characters) and a Description and click Add. Below, you will find a
description of some of the most commonly used System Codes.
1. Agenda Line Status
This allows you to create your own dropdown menu for the status of agenda items. The
Agenda Line Status can only be used in your agenda if you turn the flags on in the Agenda
Options page in Agenda Templates, Edit New Agendas and Update Finalized Agendas.
As seen on the Options page:
As seen on the Edit New Agendas or Update Finalized Agendas page:
NOTE: The Vote Approved Status is no longer in use. You can leave it blank.
2. Document Types
This allows you to create your own dropdown menu for the types of attachments that are
added to agenda items. This is seen on the Attachments page when creating an agenda
item.
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The purpose for assigning a document type to attachments is that this allows you to run a
report for those types of documents in either the Agenda Item Report or the File Cabinet.
3. Vote Types
This allows you to customize the voting options that are used in the minutes module of
AgendaQuick. This is seen in Create New Minutes and Update Finalized Minutes.
4. Minutes Line Status
This allows you to create your own dropdown menu for the status of minutes items. This is seen
in Create New Minutes and Update Finalized Minutes.
NOTE: You can also add a different colored background to each status that you use.
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5. Agenda Times
This allows you to create your own dropdown menu for either the amount of time an agenda
item will take on a meeting, or for the actual time something occurs in a meeting. The time
flag must be set to Yes in the Display Options page of the Agenda Item Template in order for
either of these options to be used.
6. Confidentiality Groups
You can define a single group or multiple groups if you want to limit the viewing of certain
attachments to only those with specific access. When an attachment is being added, users
can select a group from the Confidentiality dropdown.
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The access is defined for users on their User Security page.
7. Staff Present
(Please note that the Staff Present link may be labeled slightly differently as this is user defined.)
These are the non-voting people that you want to show up by default in the Roll Call window
of the Minutes Module.
When you are adding new staff members to the Staff Present Code Values, you can associate
them with multiple meeting types by holding down your 'Ctrl' key (PC) or 'Cmd' key (Mac) and
clicking on all the meetings that official attends.
NOTE: If you are changing a staff record, do not amend it directly. The recommended way to
do this is to mark the current staff member inactive and then create a new entry.
8. Horizontal Stripe Color
(You must contact Destiny Software if you want a color added to this section)
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There is a dropdown menu for the alternating colored lines of agenda items. This is seen in Edit
New Agendas, Update Finalized Agendas, Create New Minutes and Update Finalized Minutes.
As seen on the Options page:
The color you choose will appear on the Agenda Items page in agendas and minutes.
ROUTING & INBOXES
Use the Routing & Inboxes page to create paths for forms to follow for approval. Every approval
process uses one routing map. Each routing map may contain multiple inbox types. Each inbox type
may have multiple inboxes. These inboxes can be assigned to individual people or groups.
INBOX TYPES
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Use the Inbox Types section to set up types that will have inboxes associated with them. The options
set here determine the general criteria of how forms are filtered when the program decides which
inboxes they should go to. The inboxes themselves give the specific criteria used based on the
general criteria set here.
For example, if an inbox type here were to have Department Routing set to Yes, then any inboxes
created with this type would use a specific department as the filter when determining where forms
should go for approval.
To create an inbox type
1. Type a name for the type in the Inbox Type field.
2. Type a description for the type in the Description field.
3. Select none or one of the following options as routing criteria for forms.
Department: Select this option to base the inbox type criteria on a specific department.
Division: Select this option to base the inbox type criteria on a specific division.
Originator Routing: Select this option to base the inbox type criteria on the creator of the
form.
Department/Division Maps: Select this option if you will be creating route maps with this
inbox type. Department/Division maps override agenda item template route maps.
NOTE: if you set this flag to Yes for any Inbox Type, the Add Inboxes button in the Variable
routing option will default to the department of the person creating the item.
If that flag is set to No for all inbox types, the Add Inboxes button will open all the
inboxes at once, without defaulting to a specific department.
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Has Multiple Depts or Divs for one Inbox?: Select this option if you will be assigning more
than one department or division to this inbox type.
4. Click Add. The new type appears in the group list.
INBOXES
The Inboxes section is used to create and associate inboxes with inbox types. You can associate
multiple inboxes with one inbox type. Each inbox associated with the same type is unique. The
selected option for the inbox determines whether a form qualifies to go to that inbox.
There are two ways that inboxes can be created. The first way is by adding an inbox to someone’s
User Security page in the Default Inbox field. The process for doing that is covered in the User Security
section of this guide. Once a default inbox is created in User Security, it then shows up on the Inboxes
page. The password for inboxes created from User Security is test.
The second way to create an inbox is directly from the Inboxes page.
TO CREATE AN INBOX
1. Click Insert. A Create Inbox page appears.
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2. Select an inbox type from the Inbox Type drop-down menu.
3. If the inbox type you selected has Department selected as the criteria, select a specific
department from the Department drop-down menu.
4. If the inbox type you selected has Division selected as the criteria, first select a specific
department from the Department drop-down menu and then select a specific division from
the Division drop-down menu. If this inbox will belong to a department or division head, be
sure to choose the Department Head or Division Head Inbox Type. You can ignore the
Department Head and Division Head check boxes- they are no longer in use.
5. If the inbox you are creating is for the AgendaQuick application (most likely), select Agenda
from the Default Application drop-down menu. NOTE: This option affects which application is
selected by default when this inbox is selected on the Forms Inbox page.
6. Type a unique description for this stop in the Description field. The description entered in this
field is used as the name for the inbox when accessing it from the Inbox Login page.
7. (Optional) Backup Email Notifications: If an email address is specified here, this person, in
addition to users who have this inbox as their default, will receive the email notification. To
enter multiple backup notifications, separate email addresses with semi-colons.
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8. The Email Frequency allows you to set how often new form notifications are sent to users that
are responsible for this inbox.
a. It defaults to Each time a form arrives and most people prefer to leave it set to this
default. NOTE: In some versions of AgendaQuick, this option is the only one that the
Form # and Title are included in the email message.
b. If you choose to set it at Once each day, AgendaQuick sends the email notification
when the first form of that day is received in the inbox. No other notifications will come
in for subsequent items on the same day
9. Self-Managed Inbox – This allows inbox owners to change their own password. It defaults to
being checked and most people prefer to leave it set to this default.
10. Password Required – If you want to require all users, including the inbox owner, to enter a
password when they log into their inboxes, select this check box. It defaults to not being
checked and most people prefer to leave it set to this default. Keep in mind that even if you
leave it unchecked, users would still not be able to get in to anyone else’s inbox without
knowing the password.
11. Type a password for this stop in the Password field and again in the Verify Password field. This is
the password used to access forms in this inbox from the Inbox Login page. It is standard
practice to give everyone the same password of test because that is the password that the
system uses when an inbox is generated from the User Security page. Then, you can direct the
owner of the new inbox to change the password. They do this by going to their Inbox and
clicking on the Manage Inbox button.
12. Click Add Inbox. As soon as you do, the page refreshes to a blank inbox setup page, where
you can continue creating more inboxes if desired (the Inbox Type and Department/Division
of the last inbox you created will still be there, but you can change them if necessary).
13. If you are finished creating inboxes, you can click on the Return button at the bottom and it
will take you to your list of Inboxes.
TO CHANGE AN EXISTING INBOX
1. Click the hyperlink of the inbox you want to change in the Description column. The information
for the inbox appears in the Update Inbox page.
2. Change the appropriate information and click Update Inbox. NOTE: If you want to change
the password, you must first click on the Update Password checkbox to enable the password
fields.
TO DELETE AN INBOX
Select the check box next to the inbox(es) you want to delete. Click Delete to confirm your selection.
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If the system doesn't automatically remove the inbox, it is due to one of two reasons.
First, you may get a message like this:
If this happens, go to the route map specified in the message under the Route Maps page. Remove
that stop from the map and click Update Map.
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Then, go back and try deleting the inbox again. If there are any other route maps that have this stop
in them, the system will keep giving you the same message until you have removed that stop from all
of them.
The second reason the system won't automatically delete an inbox is because there are agenda
items associated with that inbox. If that's the case, you will get a message like this:
The agenda item numbers are listed in the message. These agenda items are either currently sitting in
that inbox or used to be and are now in the Holding Bin. If they are currently in the inbox, you can
either approve them from the inbox or use the Alter Route Map feature to get them out. If they are in
the Holding Bin, you can either delete them from there or move them on to a meeting date and then
approve them out of the inbox.
ROUTING MAPS
Use the Routing Maps section to set up paths for forms to take in the approval process. The paths set
up here use inboxes and inbox types as selectable options.
Routing maps are made up of individual inboxes and/or groups of inboxes(inbox types). Forms travel
through these maps and are checked at each evaluation point to see if any data on the form
matches the inbox criteria. If a form’s data matches an inbox’s criteria, then it stops there for
evaluation. If a form’s data does not match an inbox’s criteria, then it continues to the next step in
the routing map.
TO CREATE A NEW ROUTING MAP
1. Select NEW from the Routing Map ID drop-down menu.
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2. Type a description for the routing map in the Routing Map Name field.
3. Set the Form ID to Agenda Item
4. If this route map is being created for a specific department or division, specify which one with
the Department/Division drop-down menus. Keep in mind that these types of maps override
any agenda item template route maps that are in use on your system.
5. The Skip Stops? Checkbox allows the originator of an item that also happens to be in the route
map to not have to receive their own item in their inbox. Instead, it will skip not only their inbox,
but also any inbox prior to their inbox on the route map.
6. Select an inbox from as many of the Inboxes drop-down menus as necessary; in the order you
want them in. These can be actual named inboxes, or they can be Inbox Types (such as
Department or Division Head).
7. Click Add Map to save the new map to the list of maps available. A record of the creation of
the route map, as well as any changes that are made to it, is found at the bottom of the
page.
TO CHANGE A ROUTING MAP
1. Select the routing map you want to change from the Routing Map ID drop-down menu.
2. If you want to change the name of the routing map, change the Routing Map Name field.
Change any of the selected inboxes or select inboxes from empty Inboxes drop-down menus.
You cannot change the department or division- you would have to create a new map for this.
3. Click Update Map to save changes made to the routing map. NOTE: If you change a routing
map after forms have already been submitted through it, the forms will continue along the old
routing map path and will not be affected by any changes to the existing routing map.
TO DELETE A ROUTING MAP
1. Select the routing map you want to delete from the Routing Map ID drop-down menu.
2. Click Delete.
VARIABLE ROUTING
Use the Variable Routing section to set which inboxes are available for the user to choose from on
specific agenda item templates. The list of inboxes available is set up in the previous section, Inboxes.
1. Select Agenda Item from the Form drop-down menu.
2. Choose which agenda item template you want to associate the selectable inboxes with from
the Agenda Item Template drop-down menu. A list of all existing inboxes appears.
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3. Select the check box next to the inbox(es) you want to include as available selections and
click Include. Or, if you want to include all the inboxes, click on the Select All button. This
automatically includes everyone without having to click the Include button.
SYSTEM SETUP
Use the System Options page to create and change the default and system-wide settings for
AgendaQuick™.
GENERAL
The General section is where information about the organization is stored and how the program is set
up and displayed. It is not recommended that you change any of the information on this page at
any time because it is initially set up the way it needs to be set up for your use. The exception to this is
possibly the email address. This is the From address that appears when someone receives notification
that they have an agenda item to approve in their inbox. Some AgendaQuick Admin decide to
change this if they find that the existing one is going to people’s junk mail folder.
LOOK & FEEL
This page allows you to change the colors of your menu bar and background.
To change the colors, type the RGB hexadecimal value (preceded by a pound sign #) or type the
color name (black, blue, pink, and so on) you want to display and click Save.
NOTE For a listing of hexadecimal values of available colors, go to www.immigration-
usa.com/html_colors.html or https://www.visibone.com/colorlab/big.html
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AGENDA
1. The Update Agenda field displays the number of days a meeting will remain selectable from
the Update Finalized Agendas page after the meeting date.
2. The View Agenda field displays the number of days a meeting will remain selectable from the
View All Agendas page after the meeting date. Both these fields default to 99 days, but you
can change them as needed
3. The Sort Meetings dropdown allows you to change the way you view meeting dates in Edit
New Agendas, Update Finalized Agendas, and View All Agendas. The default setting of
Descending will put the meetings that are the farthest out in the future at the top of the list,
whereas Ascending will put them at the bottom.
4. The Holding Bin Limit is not yet in use on the system. Please ignore it for now.
5. The option to Renumber agenda lines is set to Yes by default and it is highly recommended
that you leave it that way. This option controls whether lines are renumbered when a line is
added or deleted.
6. Allow Routing Change at Copy: This refers to giving people permission to have the copied
version of an item follow a different route map than the original item followed. This is set to No
by default and most clients choose to leave it this way. If you decide to give people this
ability, the option shows up in the Copy feature as shown below:
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Allow Users to Change Status and Agenda Item # at Copy?: This is set to No by default and most
clients choose to leave it this way. If you decide to give people this ability, you are allowing them to
skip the workflow by copying an item directly to an agenda and to choose to retain the same
agenda item number as the original item. The option shows up in the Copy feature as shown below:
EXTERNAL PAGES
The settings here effect how AgendaQuick appears on your website.
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1. The Sort Meetings in dropdown allows you to change the way you view meeting dates on your
webpage. The default setting of Descending with put the meetings that are the farthest out in
the future at the top of the list, whereas Ascending will put them at the bottom.
2. Custom Header Program Name: This field controls the look of the View Meetings header area
and should not be changed.
3. Color Selections
Top, Middle, Bottom Section: These control the background colors for the Meeting
Selection, Text Box Search, and Document Search areas on your website.
Tab Color: This is only in use if you have opted to use the Tab formatting to include
Legislative Logs or Meeting Officials (or both). NOTE: If you want to use the Tab Formatting
option, it must be set up by Destiny Software. Below, you will see examples of the Tab
Formatting where the color selection for both is set to black.
PUBLIC AGENDAQUICK SITE
Website Address: This is no longer in use
Select the No. of months to view: This allows you to change how far in the past people can view
agendas on the current month page.
External Server Documents Address, Copy Documents Using, and Exclude Directory on External: All
these options only apply to your AgendaQuick is client-installed AND you are using an external public
server. If so, Destiny Software will set this up for you.
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EXTERNAL LOGIN ACCESS
This section turns on the ability for anyone with a valid AgendaQuick security record to login to an
external URL for taking notes on an agenda.
Login Timeout: This allows you to set how long a person can be logged in to this external URL before
they are logged out by the system.
Allow Note Taking: Check this box if you want to allow this external access by certain AgendaQuick
Users.
SEARCH ENGINE
This section allows you to control how the public searches for keyword(s) in the agenda item
attachments.
Search Engine, Verity/Solr Install Path: These are set up by Destiny Software.
Document Search on Public Site: If you want to include the Document Search on your website,
choose Yes. Otherwise, choose No.
Separate Window on Click of Meeting Date?: If you choose Yes, the agenda will open up in either a
new tab or a new window in your browser. If you choose No, the agenda will replace the meeting
date page and you would need to use the Return button at the top to get back to the meeting date
page.
PUBLIC AGENDAS EMAIL SUBSCRIPTION
1. Contact Information: Information entered here shows up below the Name and Email Address
entries on the Subscription page.
2. Thank You Message: This is the message that the subscriber sees on their screen after the
Submit button is clicked.
3. Email Message Subject: This is the Subject line of the email that the subscriber gets asking them
to confirm their email address.
4. Email Message: This is the body of the email that goes to the subscriber asking them to
confirm their subscription.
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5. Confirmation Link: This is entered by Destiny Software. It appears in the email that goes out to
the subscriber in order for them to turn their subscription request from PENDING to ACTIVE in the
Manage Subcriptions page of AgendaQuick.
6. Confirmation Message: This is the email that goes to the subscriber once they have confirmed
their subscription.
7. Published Agenda Email Message Subject: This is the Subject line of the email that the
subscriber gets when you notify them that an agenda has been published.
NOTE: If you are using the subscription feature for multiple meeting types and you want each
type to have a different Subject line, you can leave the Published Agenda Email Message
Subject line blank in External Pages and enter a customized message for each meeting type in
the Meeting Type page.
8. Published Agenda Email Message: This allows you to partially customize the body of the
email that the subscriber gets when you notify them that an agenda has been published.
9. Unsubscription Link: This is entered by Destiny Software. It appears in the email that goes out
to the subscriber in order for them to turn their subscription request from ACTIVE to
UNSUBSCRIBED in the Manage Subscriptions page of AgendaQuick.
10. Unsubscription Message: This is the customized message that a subscriber receives once they
click on the Unsubscribe link in the notification email.
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CUSTOMIZED TEXT
There are four places you can add helpful information for your users as they login to the system.
Whenever you make changes to any of these textboxes, be sure to click on the Save button at the
bottom of the page.
1. Initial Page: This appears when users first access the AgendaQuick Address.
2. Login Page: This page appears when users click on the Login link.
3. Welcome Page: This page appears after the user logs in to the system.
4. Text Editor Help Message: The information entered here shows up on the Change My Editor
page.
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SPECIAL LINKS
The Special Links section is where you add documents that you want to have accessible from the
Resource Links section of the left hand menu.
To add a Special Link:
1. Type the link text for the hyperlink.
2. Select the hyperlink text.
3. Press the Link icon in the text editor toolbar.
4. Click the Upload tab to browse for the file, then press Send it to the Server.
5. Click on the Target tab.
6. Select from the pulldown list and choose New Window.
7. Press OK at the bottom of the box, then press the SAVE button at the bottom of this
page.
COMMON PHRASES
This is where you will create a list of commonly used phrases that you can use over and over again
when creating agenda items, agendas, or meeting minutes.
To create common phrases:
1. Select an option from the Form drop-down menu.
2. Select an option from the Meeting Type drop-down menu.
3. Type an easily identifiable name into the Phrase Description field.
4. Type the phrase you want to add into the text box below.
5. Click Add New Phrase to save it to this template. The phrase is added and displayed below.
Below you will see examples of the different areas that the Phrases button appears in
AgendaQuick.
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If you chose Agenda, you will access the phrases from either Edit New Agendas or Update
Finalized Agendas.
If you chose Agenda Item, you will access the phrases from every agenda item template
used.
If you chose Meeting Minutes, you will access the phrases from either Create New Minutes or
Update Finalized Minutes.
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To change common phrases
1. Click the Phrase Description hyperlink of the phrase you want to change. The phrase appears
in the text box.
2. Change the phrase and click Save.
To remove common phrases
1. Select the check box next to the phrase you want to remove.
2. Click Delete.
AGENDA ITEM TEMPLATES
Use the Agenda Item Templates page to set up or change the layout for an agenda item template.
You can change the size, label, and number of fields available and what is displayed on the
agenda. You can also set what fields and options are required to be able to submit an agenda item.
The settings on this page affect the Create New Agenda Item page for each meeting using the
selected template.
TO CREATE A NEW AGENDA ITEM TEMPLATE
There are two ways to create a new agenda item template. You can either start a brand new one or
you can copy an existing one and edit the new copied version accordingly.
To start a brand new one:
1. Select New from the Agenda Item Template drop-down menu.
2. Type a name for your template in the Template Name field.
3. Select a map from the Routing Map drop-down menu. This is the route your agenda item will
go through for approval.
4. Enter the label of the first textbox in Box 1. (This can be anything at all- you can always edit it
later. If you don’t put a label in Box 1 before doing step 5 below, the system will generate a
reminder message.)
5. Click Add at the bottom of the page.
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When you click Add, a message appears reminding you to make Variable Routing available
for this new template.
To copy an existing template:
1. Choose the template you want to copy from the Agenda Item Template drop-down menu.
2. Click Copy.
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3. Type the name for the copied agenda item template in the New Name field.
4. Click OK.
The new template will be identical to the original with the exception of the Routing Map. You must
manually choose a Routing Map from the dropdown (it can be the same as the original if you
want) and then click the Update button in the top right corner.
NOTE: If you are using User Defined fields (discussed later in this section), the values for these fields
get copied over as well. If you change the values on one template, it will change them on the
other as well.
Regardless of whether you start a brand new template or start one by copying an existing
template, you can now customize the new template by using the following instructions:
TEXT/INPUT BOXES
1. The Label Format of the text boxes allows you to customize the look of your printed textbox
labels. Keep in mind that the size designation only refers to the Label size; the text size within
the textboxes is controlled by the Agenda Template.
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2. The Help links (which appear only after you’ve entered a label and saved the template) allow
you to add specific instructions for the creators of agenda items. To enter Help text, click on
the link, enter the text, and click the Save Changes.
The Help message appears as a popup when the item creator hovers over that textbox label.
3. The Default links (which appear only after you’ve entered a label and saved the template)
allow you to add specific language into a textbox that you want the creators of items to use.
To enter Default text, click on the link, enter the text, and click the Save Changes.
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The Default text appears in the textbox after the item has been saved.
4. Type textbox labels in as many of Boxes 1 through 7 as you want to use. (You can fit as many
as 80 characters in to each Label field!) If you need more than 7 textboxes, there is a feature
you can use called the Supplemental Template Layer that is discussed later in the Template
Options section.
5. If you want the text to be in the printable version of the agenda item, select the Display on
Agenda Item checkbox. The only reason you might not check this column for a textbox is if
you are using an Admin Only textbox, which will be explained in the Admin Only section
below.
6. The Copy column allows you to determine which textboxes will be copied over when using the
Copy feature. Keep in mind that if you are using the Admin Only textbox, even if you set it not
to copy, it will still default to Yes when you copy an agenda item.
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The flag on the template overrides the flag in the Copy feature, so if you don’t want that
textbox to copy to the new item, just make sure it is set to No in the template.
7. If you want the text to be in the printable version of the agenda, select the Display on Agenda
checkbox. You can also print the label of the textbox, if desired. If you choose to print the
label, the text entered in that textbox will appear under the label, as seen here.
8. You can decide if you want to make a textbox Required. If this is selected, people creating a
new agenda item using this template will not be able to submit it unless they’ve entered
something in that text box.
9. If the Context Sensitive Option is selected, that text box label will only show up in a print format
if there has been information entered in to that textbox.
10. If you want this box to only be available for the creator of the agenda, select the Admin Only
checkbox. The purpose of using an Admin Only box is so that you can control what text shows
on the agenda WITHOUT having to edit the submitter’s text. If you use an Admin Only box, it
only shows when you access an item from within an agenda (not from Create New Agenda
Item)
11. If you want whatever information is entered in this box to carry over to the minutes, select the
To Minutes checkbox. It is most likely that the textbox(es) that you selected to appear on the
agenda will be the same that you want to appear on the minutes as well.
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AGENDA ITEM FISCAL IMPACT SETUP
If you want to use the Fiscal Impact button on the creation of agenda items, this is the place to set
up the look and feel. You have the ability to define one textbox label and up to six input field labels.
1. Select which input field to sort by from the Sort By drop-down menu. This affects the order that
data is shown after it has been entered into the fields on the agenda item. This only applies if
multiple fiscal impact data sets have been entered for that agenda item.
2. Select the Print on Agenda checkbox if you want the fiscal impact information to be printed
along with the agenda items using this template.
3. If you want to require users to fill in the fiscal impact area before submitting their item, check
the Fiscal Impact Required checkbox.
NOTE: This flag is different from the Required flags that are associated with each of the input
fields. Checking this flag means that you are requiring the user to put in at least one piece of
fiscal information (you are not specifying which one) before this agenda item can be
submitted. The Required flags which are specific to the textbox and the input fields mean that
information has to be entered into that specific area in order for fiscal impact to be added to
the form at all.
4. Choose the format for the fiscal input boxes. Below are samples of each type:
a. Horizontal
b. Columnar (If you use this option, you cannot use the textbox)
c. Table Left- this puts your fields in a printed table and justifies the text to the left (This
option must be activated by Destiny Software in order to use it.)
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d. Table Right- this puts your fields in a printed table and justifies the text to the right (This
option must be activated by Destiny Software in order to use it.)
e. Stacked (this is the default setting and the most commonly used one)
f. Detailed 1 or 2 (these are exactly the same) - These options give more choices than the
other options.
g. Detailed 3 is a custom print routine (This option must be activated by Destiny Software in
order to use it.)
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h. Detailed 4 is a custom print routine (This option must be activated by Destiny Software in
order to use it.)
i. Detailed 5 is a custom print routine (This option must be activated by Destiny Software in
order to use it.)
j. Detailed 6 is a custom print routine (This option must be activated by Destiny Software in
order to use it.)
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5. Setup a new Text Box by entering a Label in the Text Box field. Determine if it should be
Required or Context Sensitive.
6. Setup new Input fields by entering labels in as many of the fields as you want to use. Determine
if they should be Required or Context Sensitive.
7. Type a number into the Size field to limit the number of characters allowed in the field. If you
leave this field blank, it will default to 10 characters.
NOTE: To remove a text/input box or field, select the Clear check box next to the input box(es)
and/or field(s) you want to remove and click Clear.
8. Click Add or Update to save your changes.
TEMPLATE OPTIONS
1. Template Owner- This feature affects what certain people see when they go to My Agenda
Items. It allows you to give people access to all items created using this template, even if
those individuals have limited Application Access on their security page. For example, let’s
say Sue Smith has User level Application Access on her security page.
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Normally, that would mean she’d only be able to see her own items when she goes to My
Agenda Items. However, if she is part of a User Group that has been assigned to a specific
agenda item template in the Template Owner section, she’d be able to see all items created
by anyone that used that template.
NOTE: This dropdown is not used by itself very often. Instead, it is usually used in conjunction
with the Restrict Template checkbox, explained below.
2. Restrict Template- This flag is tied to the Template Owner feature. If you assign a template
owner to the template, you have the ability to limit the use of that template to only the people
who are assigned to that group.
3. Sort Required First- This is an outdated flag and is no longer in use. The sorting of required versus
non-required user defined fields is now handled by assigning fields a Display Sequence on the
User Defined setup page.
4. Originator Notification- If this flag is checked, users of this template will see a checkbox on their
form that they can check if they want to be notified when the item has reached final
approval.
5. Default to YES?- This feature is still in testing. Eventually, it will allow you to make it so that the
Originator Notification checkbox mentioned above is checked by default.
6. Meeting Date Change Notification?- This allows approvers, in addition to the originator, to
have the option to be notified if the item has been removed from an agenda or had its
meeting date changed. If the flag is set to yes, the originator of the item does not see a
checkbox as they create their item. Instead, they will automatically be notified. However,
when an approver accesses the item from their inbox, they get a checkbox. It is checked by
default but they can uncheck if they want.
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NOTE: The approver notification is not yet finished; only the originator currently gets notified.
7. Use Pending Flag?- If this flag is used, a Pending checkbox will appear when someone creates
an agenda item.
The Pending flag will only appear if the item creator has been given permission to use it on
their security profile.
If the item is submitted with the Pending flag checked, the item will appear on the agenda
with a light plum colored background.
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8. Custom Print Routine- This dropdown allows you to choose from a variety of formats for the
printed version of your agenda item. The most commonly used header is the Header
Controlled routine because it allows you to completely customize the look and feel of your
item.
9. Suppress Print Routine- This feature is still in testing. Eventually, it will allow you to omit the
agenda item form from the packet collation process.
10. Header- This textbox allows you to customize the look and feel of the top of your agenda item
form. If you are using the Header Controlled Custom Print Routine mentioned above, this is
where you create that header.
Additional Template Options: Supplemental Templates and Resolution Numbers (These features
must be turned on by Destiny Software in order for you to use them.
1. Supplemental Template Layer- This dropdown allows you to choose an additional agenda
item template to attach to the current template you are working on. The purpose for doing so
is if you need more textboxes than the seven available on the original template. Keep in mind
that none of the boxes on the Supplemental Template will print or display on the Agenda.
2. Supplemental Button Label- Whatever you enter here will show up on the agenda item form,
as seen in this example;
3. Check here if only Agenda Admin users can access this layer- This feature is not ready for use
yet. Eventually, if checked, this flag will prevent users from seeing the additional button when
they create an agenda item.
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4. Check here if users should be allowed to PDF and Attach the Supplemental Print routine- If
checked, this flag activates a PDF & Attach button on the Supplemental page.
If the PDF & Attach button is clicked, the system generates a pdf of the agenda item and
attaches it under the Attachments page. The link name will be the same name as the
supplemental button name.
5. Custom Display Routine- This field would only be used if you need the printed version of your
supplemental template to look differently than the regular agenda item print routine. This
customized routine would be created by Destiny Software.
6. Generate Resolution Number- Turning on this feature (by checking the Yes checkbox) allows
you to assign a Resolution Number to an agenda item automatically when a user submits that
item on to an agenda. You can control the format of the number that is generated by
choosing either Year/Sequence, Other/Sequence, Year-SEQ-MM-DD (this one does not work
yet), or Just the Number
7. Resolution Label- Enter the label that you want to be before the Resolution Number itself.
Whatever you enter here will display at the top of the agenda item form.
8. Restart Yearly- If you want the Resolution Numbers to go back to 1 at the start of each year,
check this box. If you begin to use this Resolution feature in the middle of the year, you can
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enter a different number other than 1 in the Starting Number field. You most likely would still
enter a 1 in the Yearly Starting Number field.
DISPLAY OPTIONS
Use this page to determine which pieces of information you want to display, print, and make
required on your agenda item.
1. Item Title –
a. Option Label: If desired, you can customize the Title label and change it to something
like “Subject” or “Topic”. If you want the label itself to print on the agenda item, check
the Print/Display Label? checkbox. If you leave the Option Label blank, it will print the
label Title.
b. Print on Agenda Item? : If you want the text that is entered in the Title field to appear on
the printed agenda item, select Yes, otherwise select No.
2. Required?: If you want to require users to enter a title for every agenda item they submit,
select Yes, otherwise select No. It is recommended that you make the title required, even if
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you are not printing it on the form. The reason for this is because the title shows up under My
Agenda Items so users can know which items they want to work on.
3. Submitted For – The Submitted For feature is populated by the names of people who, on their
User Security profile, are marked as either Include in All Depts Submit For List or Include in their
Dept Submit For List.
a. Display on Screen?: If you want the Submitted For drop-down menu available, select
Yes, otherwise select No (the 4 Cols is still in testing).You can display a combination of
the name, department, division, and title of the person the agenda item is being
submitted for.
b. Option Label: If you want to change the label from the default, Submitted For, type it in
this field.
c. Print on Agenda Item?: If you want the name of the person who the agenda item was
submitted for to appear on the printed agenda item, select Yes, otherwise select No.
d. Required?: If you want to require users to select a person from the Submitted For drop-
down menu for every agenda item they submit, select Yes, otherwise select No.
e. Display/Print Email and/or Phone: If you want the contact information of the person
who the agenda item is being submitted for to appear on the displayed/printed
agenda item, select Yes, otherwise select No.
4. Submitted By – Select one of the options for what you want to display in the Submitted by field.
You can display a combination of the name, department, division, and title of the person
submitting the agenda item.
a. Option Label: If you want to change the label from the default, Submitted By, type it in
this field.
b. Print on Agenda Item?: If you want the name of the person who submitted the agenda
item to appear on the printed agenda item, select Yes, otherwise select No.
c. Display/Print Email and/or Phone: If you want the contact information of the person
who submitted the agenda item to appear on the displayed/printed agenda item,
select Yes, otherwise select No.
5. Agenda Category: This dropdown is referring to giving the users the ability to choose which
area of the agenda they want their item to go to. That dropdown is populated under System
Admin, Master Files, Categories.
a. Display on Screen?: If you want the Agenda Category drop-down menu available,
select Yes, otherwise select No.
b. Option Label: If you want to change the label from the default, Agenda Category, type
it in this field.
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c. Print on Agenda Item?: If you want the Agenda Category to appear on the printed
agenda item, select Yes-Header or Yes-Body, otherwise select No. If you choose Yes-
Header, it prints in the top right corner of the item and the label Agenda Category will
not print.
If you choose Yes-Body, it prints after the rest of the Display Options but before any User
Defined fields and the label Agenda Category will print.
d. Required?: If you want to require users to select an agenda area from the Agenda
Category drop-down menu for every agenda item they submit, select Yes, otherwise
select No.
6. Agenda Sub-category: This dropdown is referring to giving the users the ability to choose
which sub-area of the agenda they want their item to go to. That dropdown is populated
under System Admin, Master Files, Categories.
a. Display on Screen?: If you want the Agenda Sub-category drop-down menu available,
select Yes, otherwise select No.
b. Option Label: If you want to change the label from the default, Agenda Sub-category,
type it in this field.
c. Print on Agenda Item?: If you want the Sub-Category to appear on the printed agenda
item, select Yes-Header or Yes-Body, otherwise select No. (see above for how these
print on the form)
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d. Required?: If you want to require users to select a sub-category from the Agenda Sub-
category drop-down menu for every agenda item they submit, select Yes, otherwise
select No.
7. Department:
a. Display on Screen?: If you want the Department drop-down menu available, select Yes,
otherwise select No.
b. Option Label: If you want to change the label from the default, Department, type it in
this field.
c. Print on Agenda Item?: If you want the name of the department to appear on the
printed agenda item, select Yes, otherwise select No.
d. Required?: If you want to require users to select a division from the Division drop-down
menu for every agenda item they submit, select Yes, otherwise select No.
7. Division –
a. Display on Screen?: If you want the Division drop-down menu available, select Yes,
otherwise select No.
b. Option Label: If you want to change the label from the default, Division, type it in this
field.
c. Print on Agenda Item?: If you want the name of the division to appear on the printed
agenda item, select Yes, otherwise select No.
d. Required?: If you want to require users to select a division from the Division drop-down
menu for every agenda item they submit, select Yes, otherwise select No.
8. Time: The Time feature can be used in two different ways. The first way is to populate the Time
dropdown with the projected number of minutes that the item will take to discuss at the
meeting. If you use it in this way, the system keeps a running tally of the number of minutes that
are selected for all the items that are submitted and shows this in the Meeting Date dropdown
in Create New Agenda Item.
The second way to use it is to populate it with actual times and the item creator can choose
what time the item will be discussed.
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To add, change, or remove a time selection option, go to System Admin, Master Files, System
Codes.
a. Display on Screen?: If you want the Time drop-down list available, select Yes, otherwise
select No.
b. Option Label: If you want to change the label from the default, Time, type it in this field.
c. Print on Agenda Item?: If you want the time to appear on the printed agenda and
agenda item, select Yes, otherwise select No.
d. Required?: If you want to require users to select a time from the Time drop-down menu
for every agenda item they submit, select Yes, otherwise select No.
9. Confidential Documents Link: These settings affects whether or not the Link Name for
confidential documents appears in the html version and the printed version of agenda items.
a. Display on Screen?: This is referring to whether you want the link names for all
confidential documents, regardless of which Confidentiality Group they are assigned, to
be visible on the html page. If you do, select Yes. If you don’t want any link names to
show up on the html for any of the groups, select No. If you have multiple
Confidentiality Groups, the Secured option allows people to see the link names of only
the groups that they are assigned access to on their User Security page.
b. Print on Agenda Item?: If you want the confidential documents links to display on the
printed agenda item, select Yes, otherwise select No. The Secured option works the
same in the printed view as it does in the html view.
10. Prompt to Allow Updates: This flag allows you to give item creators the ability to prevent
approvers from making changes to their items.
a. Display on Screen?: If you want the Allow Updates option to be available, select Yes,
otherwise select No.
11. Use Text Editor in Agenda Item?:
a. Display on Screen? If you want the text editor to be available, select Yes, otherwise
select No. (This feature is still in testing)
12. Use Other Field for Bookmark? The bookmark field allows you control what the naming of your
bookmarks in your pdf packet will be. If you choose not to use this field, your bookmark name
will come from the title of the item.
a. Display on Screen?: If you want the Bookmark Description field to be available, select
Yes, otherwise select No.
b. Option Label: If you want to change the label from the default, BookMark Description,
type it in this field. For example, some AgendaQuick Administrators prefer to change
the label to Admin Only because they want to control what gets entered here.
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13. Printed Agenda Item Logo: This feature is no longer use. Instead, logos get entered in the
Template Options, Header area.
USER DEFINED
This page allows you to further customize your template by adding any variety of different types of
fields.
To add a new User Defined option:
1. Define what Field Type you want available on your template.
2. Give your field a Form Label and decide on its placement on the page.
3. Click Add.
Your new option will appear below for you to further refine:
1. Display Sequence: User Defined sequence numbers appear in the order you insert them.
However, if needed, you can use the Display Sequence field to set your options in a certain
order on the template. Put in the desired numbered sequence of any user defined option you
are creating. The display of these options goes from left to right in a two column format. If you
change the sequence of any one User Defined field, it is likely that you will have to renumber
others because they don’t automatically renumber.
2. Print on Agenda?: If you want the field to print on the agenda (regardless of whether the field
is filled-out), select Yes. If you never want it to print, select No. If you want the label to print on
the agenda only if the field is filled out, select CNTX SENS (context sensitive).
3. Placement?: If you choose After Text, the User Defined field will print directly after the agenda
text. If you choose Bottom, it will print after any Fiscal Impact and attachments that you have
set to print on the agenda.
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4. Print on Agenda Item?: If you want the field to print on the agenda item(regardless of whether
the field is filled-out), select Yes. If you never want it to print, select No. If you want the label to
print on the agenda item only if the field is filled out, select CNTX SENS (context sensitive).
5. Placement: If you choose Top, the field will print with the rest of the Header information (like
the meeting date, submitter, etc.). If you choose After Text, the User Defined field will print
directly after the textbox information. If you choose Bottom, it will print after any Fiscal Impact
and attachments
6. Span Columns: You can determine how many columns this option will take up as it is displayed
on the screen by choosing from the dropdown menu. For example, if you choose two
columns, it will look something like this:
If you choose four columns, it will look something like this:
7. New Row: Using this checkbox causes the user defined option to start at the left and use the
entire row instead of sharing a row with another user defined option.
8. NW (No Wrap): This feature is still in testing
9. Req’d? If you want this field to be required before submission is possible, select Yes, otherwise
select No.
10. Help Message: You can add a Help Message to users giving them specific instructions on what
to enter for a specific user defined option.
11. Should it Hover or Display?: You can decide if you want your Help Message to Hover or
Display. If you choose Hover, the users will only see the message when they hover over the
information input area.
12. Display Help Placement: If you choose Display, you can then choose where to place it from
the dropdown menu.
13. Report Filter: If you want this option to appear as a filter in the Agenda Item Report search
feature on the left hand menu, select Yes, otherwise select No. This is how it appears in the
report if you select Yes:
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14. Report Display: If you want this option to appear in the printed report in the Agenda Item
Report search feature on the left hand menu, select Yes, otherwise select No. Selecting Yes
means that the Display checkbox in the report is checked automatically, but you can
uncheck if needed.
15. Radio/Checkbox Orientation: You can choose between Horizontal or Vertical. Horizontal looks
like this:
Vertical looks like this:
16. R/C Columns: You can determine how many columns your radio set or checkbox values will
take up as they are displayed on the screen by choosing from the dropdown menu.
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To edit an existing user defined field: Make any desired changes to one or more fields and click any
of the Update buttons.
To delete an existing user defined field: Mark the checkbox at the far right of the field setup and click
Delete.
USER DEFINED VALUES
Use this page to set the values for the user defined options of checkboxes, radio sets, and pull-down
lists.
1. Click on the link for the field you are setting the value for.
2. Enter a Valid Code and Description.
3. (Optional)The Misc. filed is used solely for internal notes.
4. If you want this particular value to be the one that is chosen by default, check the Default
checkbox.
5. Assign the value a Sort Order number to determine the sequence that your values will appear
in.
6. Click Add.
To edit an existing user defined value:
1. Click on the Valid Code.
2. Make any desired changes.
3. Click the Update button.
To delete an existing user defined value: Mark the checkbox at the far right of the value and click
Delete.
ADDITIONAL FUNCTIONS
To change an agenda item template:
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Select the template you want to change from the Agenda Item Template drop-down menu. Change
any of the settings to the template. Click Update when finished.
To print the agenda item template:
Click Print. A print preview window appears. Click Print in the preview window to send the preview to
your printer.
To preview the agenda item template: Click Preview. A preview window appears showing how the
form will look to agenda item creators.
NOTE: The Print button and Preview button do not give an exact view of what agenda items created
with this template will look like. In order to get an accurate idea of the finished product, create a
new agenda item using the template and look at the PDF version.
To delete an agenda item template:
Select the template you want to delete from the Agenda Item Template drop-down menu. Click
Delete.
NOTE: If the Delete button is grayed out, it means that the agenda item template is associated with
an agenda template. To fix this, go the agenda template it is associated with, and remove the
agenda item template from either the Default Agenda Item Template dropdown or the Alternate
Agenda Item Template dropdown.
NOTE: Deleting an Agenda Item Template that has been used to create agenda items already will
not impact those items.
AGENDA TEMPLATES
Use the Agenda Templates section to set up or change the layout for a meeting agenda or to set up
a Header/Footer Minutes Template. You can change which Agenda Item Template is available to
use with the meeting. You can also change the default starting look for a meeting including font
sizes, headings and more. Agenda Categories and Agenda Subcategories are selected here.
The settings on this page affect what you first see on the Edit New Agendas page. In general, it sets
the defaults for the options available for any meeting created using this template.
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NOTE: After a meeting is created from the Establish Meeting Dates page, any changes made to the
template will not affect existing meetings.
CREATING A NEW TEMPLATE
1. Select New from the Template drop-down menu. This is the default selection.
2. Select a template from the Default Agenda Item Template drop-down menu.
3. (Optional) Select one or more agenda item templates from the Alternate Agenda Item
Templates select list. (To select more than one, hold down CTRL (PC) or CMD (Mac) and click
each option.)
4. Select a map from the Routing Map drop-down menu. It is highly unlikely that you will ever
need to route your entire agenda, but the system will not let you create a template until
you’ve chosen a map. If you are not going to route your agenda, you can pick any route
map at all. If you are, then you will need to make sure that you’ve created the correct map
in the Routing & Inboxes section of AgendaQuick.
5. You can leave the Minutes Template blank for now. Agenda templates are generally created
first. Once that’s completed, you can create your Minutes Header/Footer Template and then
come back to this agenda template and update the Minutes Template field. If you are
creating a Minutes Header/Footer Template, you will always leave this dropdown blank.
6. Type a name for your template in the New Template Name field. The template name is used to
identify the template and is also used as the default meeting name when the template is
selected on the Establish Meeting Dates page.
7. Select the type of meeting from the Meeting Type drop-down menu.
8. Template Type: This field is in testing. You can leave it as the default of Agenda (even if you are
creating a Minutes Header/Footer Template).
9. Click Add.
Once the Add button is clicked, you will see a button bar across the top of the page.
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All the pages that these buttons open are explained in their own section of this guide, but it is
important to remember that the Agenda Lines page is your primary work area for building your
template. The Agenda Lines page is the default page when you go to Agenda Templates.
AGENDA LINES
Agenda Templates are comprised of three sections; Header Lines, Body Lines, and Footer Lines.
(Minutes Templates are comprised of just the Header and Footer lines.)
Here is a picture of a finished agenda template, broken down into sections for reference:
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To add lines to your template:
1. Enter numbers or letters in to the yellow Agenda Level area. This will determine the placement
of the new line on your template.
2. Choose if it will be a Header or Footer line. (If it will be part of the Body, just leave both of these
unchecked)
3. If needed, assign the line a Category and Sub-category.
4. Enter the text in the Description textbox and use your text editor to format (i.e. bold, underline,
etc.)
5. Click Add. Once the Add button is clicked, your new line item shows up in the appropriate
place on your template. Repeat this process until your template is complete.
Additional Options:
1. Agenda Level:
a. Font Size: If you want the font size of the level to be something different than the default
of medium, choose it from the dropdown.
b. If you want to bold this level, check the Bold checkbox. You can set all the levels to be
bold automatically in the Template Options page.
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c. If you want the level to be shown on the displayed/printed agenda, leave the Display
Level checkbox selected. If you uncheck it, the agenda level is only used for sorting
agenda items.
d. If the Color Ln is selected, it uses a yellow background color on that line of the display
of the agenda. This helps to highlight certain lines so that when scrolling through a long
agenda, you can pick out specific spots on the agenda.
2. Left Justify?: If you want the line item to display/print all the way to the left, select the Left
Justify checkbox. This will override the Display Level checkbox.
3. Roll call Ln?: If you want the roll call information to display/print right after this line in the
Minutes Module, select the Roll Call Ln checkbox.
4. Agenda Time: This dropdown is only available in Agenda Templates if the agenda item
template that is associated with this agenda template has the Time feature activated in the
Display Options. You can use it to designate the number of minutes an item will take to discuss
or you can use it to designate the actual time of day the item will be discussed.
To view and/or change a line item:
1. Click the link in the first Level column of the item you want to view. The information for that
item displays in the Description textbox.
2. Change any of the options or information.
3. Click Update. The updated information displays in the list below.
To delete a line item:
1. Select the check box next to the agenda item in the Delete? column.
2. Click Delete.
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TEMPLATE OPTIONS
The settings under Template Options allow you to further customize the look and feel of both the html
version and the printed version of your agenda and agenda packet. If you make any changes to
these settings, be sure to save the changes by clicking on the Update button in the top right corner of
the Agenda Template page.
1. Default Font: If you want to use a different font type than the default of Arial, select it from the
drop-down menu.
2. Default Text Size: If you want to use a different font size than the default of medium, select it
from the drop-down menu.
3. Level Defaults:
a. Select the type of punctuation you want the levels to have from the Punctuation Type
drop-down menu.
b. Bold Levels? – If you want to have the default for the bold check box as checked when
creating a new agenda line, select Yes, otherwise select No.
c. Font Size- If you want to use a different font size for your levels than the default of
medium, select it from the drop-down menu.
d. Continuous Numbering – If you want the agenda to number in a continuous sequence,
select which level you want this to occur on.
e. Display All Levels? If you want any level that has a number or letter assigned to it to
display, select Yes. NOTE: This cannot be used with continuous numbering.
f. Turn off Level Display: This feature is currently in testing. When it is finished, it will allow
you to turn off the level display of all the items without opening each one up separately
and unchecking its Display Level checkbox.
g. Bookmark Prefix?: This feature allows you to determine what prefix comes before the
title of your bookmark. The default setting is AI Number_ Title.
h. All Levels in Bookmark? This feature is in testing.
4. Internal Horizontal Line Color: This allows you to designate a color for the agenda lines to
alternate with white in order to distinguish one line from another. The System Default is a light
blue color.
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5. Allow Meeting Date Change? - If you want to allow people who are in the process of
approving an agenda item to be able to change the date of the meeting that the item is
intended for, select Yes, otherwise select No.
6. Use/Display/Print Status Column? - Allows you to record on the agenda whether an agenda
item has passed, failed, was tabled, etc. You can also determine its Placement on the left or
right side.
7. Use Purge Comments?: If you want the ability to purge any internal comment that has been
added to agenda items on a particular meeting, select Yes, otherwise select No. If you select
Yes, a Purge Comments button will appear at the top of the Update Finalized Agendas page.
8. Use Special Instructions?: If you plan on submitting your entire agenda into routing and you
want to have the ability to add special instructions to the approvers, select Yes, otherwise
select No. The Instructions button appears at the top of your agendas.
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9. Route the Agenda?: If you plan on submitting your entire agenda into routing, this flag must be
set to Yes. (The default is No) If you choose Yes, there will be a Submit button next to the
Finalize button at the bottom of the Edit New Agendas page.
10. Display AI Number on Agenda? – If you want the agenda item’s number to be displayed on
the electronic copy of the agenda, select Yes, otherwise select No.
11. Display AI number on Agenda Item? – If you want the agenda item’s number to be displayed
on the electronic copy of the agenda items, select Yes, otherwise select No.
12. Print AI Number on Agenda? – If you want the agenda item’s number to be on the printed
agenda, select Yes, otherwise select No.
13. Print AI number on Agenda Item? – If you want the agenda item’s number to be on the
printed agenda items, select Yes, otherwise select No.
14. Print AI Title on Agenda? - If your agenda item has a separate Title field and you want it to be
on the printed agenda items, select Yes, otherwise select No.
15. Use Alternate Agenda Item #? – If you want to be able to use your own agenda item
numbering system on your agenda which will appear in place of the default number on
printed agenda items, select Yes, otherwise select No.
16. Separate Col for AI?: If you are printing the agenda item number on your agendas and want
them to appear in a separate column than the verbiage that prints on the agenda, choose
Yes, otherwise select No.
17. Display/Print Level on Agenda Item?: If you want the level to show up in both the html and
printed versions of your agenda items, choose Yes and determine what size you want it,
otherwise select No.
18. Publish Agenda Items? – If you want the agenda items to be accessible from the View
Meetings page and from your website, along with all non-confidential attachments, select
Yes, otherwise select No.
19. Publish Attachments? – If you want the file attachments associated with agenda items to be
accessible from your website, select Yes, otherwise select No.
20. Allow Public to Print?: If you want a Print button to appear at the top of the agenda when
accessing it from your public page, select Yes, otherwise select No.
21. Display Attachment Links on Agenda Summary?: If you want the attachment links to display on
the HTML version of your agenda, without having to actually open up the agenda items
themselves, select Yes, otherwise select No.
22. Print Attachment Links on Agenda Summary?: If you want the attachment links to print on the
PDF or Word version of your agenda, select Yes, otherwise select No.
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23. Print Time on Agenda?: If you want to display time information for an agenda item on the
printable version of that agenda, select Yes, otherwise select No.
24. Display Horizontal Lines? – If you want each agenda line to have an alternating colored and
white background to help distinguish between each line on the public view of the agenda,
select Yes, otherwise select No.
25. Print Solid Line Between Lines on Agenda?: If you want the system to automatically insert a line
between each agenda item and line item on the printed view of your agenda, select Yes,
otherwise select No.
26. Display Routing Information?: If you want to display routing information for an agenda item at
the bottom of the printable version of that agenda item, select Yes, otherwise select No. As
seen on the printed agenda item:
27. Information Header?: If you want the label Information to display above the textbox
information regarding that agenda item, select Yes, otherwise select Never. NOTE: You can
only use the Information Header if you are not using a custom print routine for your agenda
item template.
28. Attachments Header?: If you want the label Attachments to display at the bottom of the
printed agenda item regardless of whether there is an attachment or not, select Yes. If you
want the Attachments label to only print when an attachment has been added, select No. If
you do not want that label to appear ever, regardless of whether there are attachments or
not, select Never.
29. Fiscal Impact Header?: If you want the label Fiscal Impact to display at the bottom of the
printed agenda item regardless of whether fiscal impact has been added or not, select Yes. If
you want the Fiscal Impact label to only print when fiscal impact has been added, select No.
If you do not want that label to appear ever, regardless of whether fiscal impact has been
added or not, select Never.
30. Month in Meeting Date Spelled?: If you want the meeting date to print alphabetically instead
of numerically, select Yes, otherwise select No.
31. PDF Paper Size?: If you want to print your agenda on Legal size paper instead of the default of
Standard 8x11 size, you can select that here.
32. Agenda Item PDF Scaling? - If you want the generated PDF files when creating a packet or
PDF version of an agenda item to be scaled down in size from their normal 100%, change the
number in this field.
33. Agenda PDF Scaling? - If you want the generated PDF files when creating a packet or PDF
version of an agenda to be scaled down in size from their normal 100%, change the number in
this field.
34. Margins: If you want to decrease or increase your margin sizes, change the entries on the
margin fields.
35. PFD Header/Footer: If you want the PDf version of your agenda to have Header or Footer
information, enter that in the textboxes. You can use the tags listed. You can also designate
whether you want this information to start on page 2 instead of the first page.
AGENDA PADDING
The Agenda Padding page allows you to customize how much space there is between the agenda
header and body, the body and the footer, and between individual line items and agenda items.
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MINUTES OPTIONS
If you are creating an Agenda Template, you will not set up any of the options on the Minutes Options
page. If you are creating a Minutes Header/Footer Template, use the Minutes Options page to set up
or change the layout for how meeting minutes and vote information are displayed. You can change
the font sizes, display style, and exactly what is displayed from this page.
NOTE: After a meeting’s minutes are started from the Create New Minutes page, any changes made
to these options will not affect existing meeting minutes.
Vote/Motion Settings:
1. Text Size – If you want the vote and motion information to appear a different size than the
default of medium, select a size from the drop-down menu.
2. Position: If you want display your vote and motion information in a different position than the
default of indented, select it from the dropdown menu.
3. Display Vote? - If you want the vote outcome to be displayed on the html version of the
minutes, select Yes, otherwise select No.
4. Print Vote?: If you want the vote outcome to be displayed on the printed version of the
minutes, select Yes, otherwise select No.
5. Vote Label-If you want a specific label to appear before the vote outcome, enter it here.
6. Width Percentage for Vote Print on PDF: Allows you to determine how much of the page you
want to use to print the voting members’ names and titles.
7. Display Vote Time Stamps?: If you want the html version of the minutes to include what time a
vote was taken, select Yes, otherwise select No.
8. Print Vote Time Stamps?: If you want the printed version of the minutes to include what time a
vote was taken, select Yes, otherwise select No.
9. Display Motion? – If you want the names of the people who motioned and seconded for the
vote to be displayed on the html version of the minutes, select Yes, otherwise select No.
10. Print Motion? – If you want the names of the people who motioned and seconded for the
vote to be displayed on the printed version of the minutes, select Yes, otherwise select No.
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11. Motion By Label - Type what you want to be displayed before the person’s name that makes
the motion (i.e. Moved by or Motion by, etc.)
12. Second By Label: Type what you want to be displayed before the person’s name that makes
the second (i.e. Seconded by)
13. Motion By Label Format – Choose the size and whether you want to bold and/or underline
your motion and second labels.
14. Motion Text Follows?:
15. Display Time Stamps?: If you want the html version of the minutes to include what time a
motion was taken, select Yes, otherwise select No.
16. Print Time Stamps?: If you want the html version of the minutes to include what time a motion
was taken, select Yes, otherwise select No.
17. Use: Select Name if you just want the person’s name displayed, Title if you want their position
displayed and Both if you want their name and title displayed. This affects how it is shown for
both display and print.
18. Motion/Second Format: Select either Horizontal or Stacked as shown on the page. This affects
how it is shown for both display and print.
19. Include Approval Status? - If you want to display whether a motion was approved or denied
based on the votes in the print view, select Yes, otherwise select No.
20. Motion Text Size: This allows you to determine the size of the motion information textbox as it
appears on your screen. 200 is a standard setting.
Select one of the Vote Formats based on the examples shown on the page. The choices are;
Summary Only, Horizontal, Stacked, Columnar, Odd Man Out, Don’t Print Ayes, and No White Space.
Roll Call Settings
1. Text Size - If you want the roll call information to appear a different size than the default set in
the Minutes Template, select a size from the drop-down menu.
2. Position - If you want the roll call information to have a specific page justification, select one
from the drop-down menu.
3. Display? - If you want the roll call to display on the electronic copy of the minutes, select Yes,
otherwise select No.
4. Print? - If you want the roll call to be on the printed view of the minutes, select Yes, otherwise
select No.
5. Use - Select Name if you just want the person’s name displayed, Title if you want their position
displayed, and Both if you want their name and title displayed. This affects how it is shown for
both display and print.
6. Title Placement: This allows you to designate if you want the people’s names to appear before
or after their titles.
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Select one of the Roll Call Formats based on the examples shown on the page. The choices are
Horizontal or Stacked.
Staff Attendees
Staff Attendees are set up by meeting type in System Admin>Master Files>System
Codes>Agenda>Staff Present
1. Use: Select Name if you just want the person’s name displayed, Title if you want their position
displayed, and Both if you want their name and title displayed. This affects how it is shown for
both display and print.
2. Title Placement: This allows you to designate if you want the people’s names to appear before
or after their titles.
Miscellaneous section:
1. Include Agenda Item Attachments?: If you want to include agenda item attachment links
from the minutes view and print pages, select Yes, otherwise select No.
2. Print Minutes on Agenda Item? This allows you to print the motion, second and vote outcome
of items on a finalized agenda.
When all the Minutes Options settings have been chosen, click Update.
MINUTES PADDING
The Minutes Padding page allows you to customize how much space there is between the minutes
header and body, the various parts of the roll call section, the body and the footer, and between
individual lines on your minutes.
TASK TRACKER
Often during the course of a meeting or even beforehand, a request comes up that requires follow
up action on the part the clerk or a staff member. The Task Tracker module is designed to provide
you with a tool for initiating, tracking and recording the outcome of various tasks. Utilizing the routing
feature of AgendaQuick, you can send attachments, add comments and even email requested
information. It can be used for items related to specific agenda items or for a generic Staff Tasks
group.
Tasks can be created from Edit New Agendas, Update Finalized Agendas, and, for the users, from the
Create/Edit Tasks page on the left hand menu.
SETTING UP TASK TRACKER USERS
1. Go to Security Setup ~ User Security
2. Check the box for Task Tracker under Application Access
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3. Determine what level of access you want to give users when they access the Search page.
All will permit them to see tasks created by anyone, Department will let them see tasks created
by anyone in their own department, Division will let them see tasks created by anyone in their
own division, and User allows them to see only the tasks they have created themselves.
NOTE: Regarding the Admin checkbox in User Security, the only thing that this controls is
whether or not the user can edit a form when it is opened up from the Task Tracker Report
feature. It enables a Save & Return button that is not there if the user does not have Admin
access.
USING TASK TRACKER SETUP
1. Due Date Label: If you want to change the label for when a task needs to be finished by, you
can enter something in the field (Deadline, for example). If it is left blank, it will just default to
Due Date.
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This is where it appears on the task form:
2. Multiple Actions: This option allows you to associate multiple actions within one task.
If this is set to yes, there will be an Actions button on the form:
This is what the Actions page looks like on the form:
3. Fiscal Impact Layer: You can turn this layer on or off. If you turn it on, you can customize it to
the way you want it to look and act.
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If you turn it on, there will be a Fiscal Impact button on your task form.
The Fiscal Impact page may look similar to this:
NOTE: The red asterisk indicates a required field. When fiscal information is added, it appears at
the bottom of the screen.
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4. People Setup: This is where you enter all the people you want to show up in the dropdown
menus for the Requested By and Responsible. Select a name from the Login ID and click Add.
NOTE: If you have the Multiple Actions flag set to Yes on the Task Tracker Setup page, the
Requested By dropdown will be near the top of the form (above the Description textbox) but the
Responsible dropdown will be at the bottom in the Actions and Followup section. If it is set to No,
both the Requested By and the Responsible dropdowns will be under the Description textbox.
SETTING UP TASK TRACKER ROUTING- (ROUTING IS OPTIONAL)
1. Go to System Admin~ Routing and Inboxes~ Routing Maps.
2. Leave the selection in the Routing Map ID as New
3. Enter a name for your map in the Routing Map Name field
4. Change the Form ID to Task Tracker
5. Select the inboxes you want the task to go to each time they are submitted
6. Click Add
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HOW TO CREATE TASKS:
Creating a task through Edit New Agendas, Update Finalized Agendas, Create New Minutes, Update
Finalized Minutes:
Choose the meeting date you want. You can enter tasks for the agenda/minutes as a whole, or to
specific items.
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To add tasks to the agenda/minutes as a whole, click on the Task Tracker button and then click on
New Task.
Fill out the form and click Save when finished.
To add tasks to specific items, click on the Task button to the right of the item. Fill out the form and
click Save.
Any tasks that are added in either of these places will show up in the Existing Tasks area of the Task
Tracker button at the top.
Creating a task from the left hand menu:
1. Click on the Create/Edit Tasks under the main Task Tracker heading.
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2. From this option, you can choose to create your task for a specific meeting date or assign it to
the generic Staff Tasks option.
NOTE: As an administrator, it is likely that you will be using the Staff Tasks option from the left hand
menu rather than assigning it to a specific meeting date simply because you have the ability to
create tasks from the agendas and the minutes themselves.
CREATING RECURRING TASKS
NOTE: In order for the Recurring Tasks feature to be successful in creating new tasks automatically,
the job scheduler must be turned on ahead of time by Destiny Software.
1. Click on Setup Recurring Tasks from the left hand menu.
2. There are two features on a recurring task form that are not found on a single task form- the
End Date and the Recurs dropdown.
3. There are fewer buttons available on the Recurring Task Form. Fiscal Impact, Routing, and
Email are not needed on these forms.
4. Once you have created a recurring task, it will show up automatically in the Recurring Tasks
Scheduler page. If you want to run this scheduler manually, to override the automatic
occurring creation of tasks done by the job scheduler, click on the Submit button.
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Once the Submit button is chosen, the system will create a brand new task for all the recurring
tasks you have entered, each with its own unique form number. The job scheduler will also tell you
when the next set of tasks will be automatically run.
RUNNING TASK REPORTS
1. To run a report on single tasks, click on the Task Tracker Report from the left hand menu.
2. Choose the various filters you want and click Go at the bottom.
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NOTE: The report results will include both tasks created from both Create/Edit Tasks as well as tasks
that are created as a result of the job scheduler running the recurring tasks.
3. The results contain hyperlinks into the individual task. Either the Created date or the
Task/Required Action will open the task.
4. If needed, you can edit the form and then click on the Save & Return button.
(NOTE: Only Task Tracker administrators can edit the form when opening it through the report.)
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5. You can print your report results using the Print Report button or you can download them into
Excel by using the csv hyperlink. You can print the individual tasks with the checkbox and Print
button on the right.
To run a report on recurring tasks, click on the Recurring Task Report from the left hand menu.
This reporting feature works the same as the single task tracker report, except that there are fewer
filters to choose from. These filters do not apply to recurring tasks.
NOTE: The report results will only include the initial recurring task that you set up under Setup Recurring
Task. It will not include tasks that have been created through the job scheduler based on that
recurring task.
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TERM TRACKER
Term Tracker allows you to input background information about all your meeting officials, including
when their terms are due to expire. The system can even send you an email reminder shortly before
their terms are due to end. You can then run reports on the various officials that you have entered. In
addition, officials that you enter here can be automatically entered in the roll call and voting
features of the Minutes Module.
TERM TRACKER SETUP
In addition to standard data fields like name, date etc., you can create custom data fields for your
own purposes.
ACTIVE OFFICIALS
To add a new official:
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1. Choose the meeting type the person is associated with from the Meeting Type(s) dropdown.
2. Optional: Enter the person’s District/Position (NOTE: this label of District/Position can be
changed in the Term Setup area.)
3. Enter the person’s Title, First Name and Last Name, and the Term Starts and Term Ends dates.
4. Enter the Address Information.
5. Designate this official as Active.
6. Fill out any User Defined Options that have been set up (see User Defined Setup below). These
can be in the form of radio sets, checkboxes, dropdown menus, and a variety of sizes of fill-in
boxes.
7. Minutes Module Information- this is where you designate whether the official you are setting up
should have voting rights and should appear in the automated roll call feature in the Minutes
Module of AgendaQuick.
8. Click Add.
To edit an existing official:
1. Click on the hyperlink of the person’s name.
2. Edit the information.
3. Click Update.
To delete an existing official: (NOTE: This is usually only done if the official you are deleting was never
actively serving. If they were, you are better off inactivating rather than deleting.)
1. Click on the hyperlink of the person’s name.
2. Click Delete.
To make an official Inactive:
1. Check the checkbox to the far right of the person’s name.
2. Click the Inactive button.
3. Another way to inactivate an official is to click on their name and choose No on the Active
radio set.
4. Once an official is inactivated, they no longer appear on the Active Officials page. Instead,
they are moved to the Inactive Officials page
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INACTIVE OFFICIALS
This page shows any people that you have made inactive. If needed, you can re-activate officials in
one of two ways. The first way is to check the checkbox to the far right of the person’s name and
then click the Activate button. Another way to re-activate an official is to click on their name and
choose Yes on the Active radio set.
USER DEFINED SETUP
To add a new User-Defined option:
1. Display Sequence. This allows you to set your options in a certain order on the Active Officials
page. Put in the desired numbered sequence of any user defined option you are creating. The
display of these options goes from left to right in a two column format. Choose the Field Type
from the drop down menu.
2. Assign it a Form Label.
3. Choose the label Placement.
4. Click Add.
5. Once a field has been added, it will appear below. You can now set the various options for
that field:
a. Span Columns: You can determine how many columns this option will take up as it is
displayed on the screen by choosing from the dropdown menu.
a. New Row: Using this checkbox causes the user defined option to start at the left and use
the entire row instead of sharing a row with another user defined option.
b. Print on Form: If you want the field to print on the report setup page, select Yes,
otherwise select No.
c. Req’d? If you want this field to be required before submission is possible, select Yes,
otherwise select No.
d. Report Filter: If you want this option to appear as a filter in the Term Tracker Report
feature on the left hand menu, select Yes, otherwise select No.
e. Report Display: If you want this option to appear in the printed report in the Term
Tracker Report feature on the left hand menu, select Yes, otherwise select No.
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f. Help Message: (Optional) You can add a Help Message to users giving them specific
instructions on what to enter for a specific user defined option. You can then decide if
you want this help message to Hover or Display. If you choose Hover, the users will only
see the message when they hover over the information input area.
To edit an existing user defined option:
1. Click on the Label hyperlink.
2. Make any desired changes to one or more fields.
3. Click any of the Update buttons.
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To delete an existing user defined option:
1. Mark the checkbox at the far right of the field setup.
2. Click Delete.
USER DEFINED VALUES
If a User Defined Field is a radio set, checkbox, or pull down, it will appear as a link on the User
Defined Values page as soon as it has been added.
To add a user defined value:
1. Click on the link of the field you want to add the values for.
2. Assign the new value a Valid Code and a Label.
3. (Optional)The Misc. filed is used solely for internal notes.
4. If you want this particular value to be the one that is chosen by default, check the Default
checkbox.
5. Assign the value a Sort Order number to determine the sequence that your values will appear
in.
6. Click Add.
To edit an existing user defined value:
1. Click on the Valid Code.
2. Make any desired changes.
3. Click the Update button.
To delete an existing user defined value:
1. Mark the checkbox at the far right of the value.
2. Click Delete.
TERM SETUP
To enter information in the Term Setup Page:
1. Choose the Meeting Type you are making the selections for. The meeting type will
automatically appear below.
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2. If desired, you can change the label for the District/Position that appears on the Active
Officials set up page.
3. In the Notify within ___ days, enter the number of days prior to an official’s term ending that
you would like to receive email notification
4. In the Notification Email, enter the email of the administrative person who needs to be notified
when the officials’ terms are about to end.
5. The Create a header for Term Reports textbox is only used in conjunction with the Info Request
button on Term Tracker Report (this feature is covered under that section of this guide)
6. Click Update.
To edit Term Setup information:
1. Choose the Meeting Type from the pull-down menu.
2. Make the necessary changes.
3. Click Update.
TERM TRACKER REPORT
The Term Tracker Report is a feature that allows you to pull different pieces of information from the
database that you have entered into the Term Tracker Setup page.
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To run a report:
1. Choose the Meeting Type(s) you are running the report for or leave it set at All to include all
meeting types. NOTE: If you have seven or fewer active meeting types, the Meeting Type
selection will be a dropdown. If you have eight or more, it will be checkboxes instead.
2. Use the Active setting to select if you want your report to include only active officials, only
inactive officials, or both.
3. In the Date From and To fields, you can enter the term starting and ending dates or leave this
field blank to run a report on all term expirations.
4. Use any of the available filters to narrow down the results of the report. The first and last
names, the address information, and the District/Position field will all appear as possible filters
by default. Any other filters that are appearing do so because they were set up in the User
Defined Setup area with the Report Filter set to Yes.
5. Use the Include in Report checkboxes to specify which pieces of information you want to
appear in the report. You can use the Clear button at the bottom if you want to remove all
the filters at once (except First Name and Last Name).
6. When you are finished choosing the filters and the information to include, click on the Report
button.
You can print your report by clicking on the Print Report button, selecting the desired printer and click
Print.
You can download a report for Excel by clicking on the TERMTR destiny.csv link. You can then Open
or Save the Excel file.
The Return button takes you back to the Term Tracker Report page.
The Quick List is an at-a-glance report feature that allows you to see a limited amount of information
about your meeting officials, including; Meeting Type, Position, Name/Title, Start and End of their
term, and whether or not they are Active.
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When running a Quick List report, you do not use any of the filters to narrow down the results of the
report, only the information in the areas mentioned above. When you are finished choosing the
information to include, click on the Quick List button.
The Attendance report pulls from the Roll Call window in Create New Minutes and Update Finalized
Minutes. The report shows the total number of meetings that each person was supposed to attend,
as well as the number of those meetings where they were present and absent. It also lists all the
actual dates they were absent for.
The PDF button allows you to view the same information as the Report button, but in pdf format.
The Info Request button creates a pdf form with officials’ current information that you can send to
them to update if their information has changed. The header information for this form is entered in
Term Tracker Setup, Term Setup. If you are interested in using this feature, contact Destiny Software
for help in setting up the form.
RESOURCE LINKS
You can load any documents into your Resource Links that you think might be helpful to your
AgendaQuick users. The process for adding items to Resource Links is covered under the System
Admin, System Setup Options, Special Links portion of this guide.